Front Desk and Leasing Coordinator

Bmocinc; Madison (WI); On-site; USD 22,000 - 30,000; Full time

Job summary

BMOC Inc is seeking a Front Desk and Leasing Coordinator to act as the first point of contact for residents, prospects, clients, vendors, and visitors. The role supports leasing, invoice entry, and daily property operations while working closely with property management, accounting, marketing, and maintenance.

The position emphasizes professional communication, accuracy, and ownership of tasks in a busy office.

Qualifications

• Customer service experience in office or housing settings.
• Strong written and verbal communication skills.
• Ability to stay organized and handle multiple requests calmly.

Responsibilities

• Greet residents, prospects, and visitors and direct them to the right team.
• Answer calls, emails, and inquiries promptly and professionally.
• Process packages, payments, applications, and notices per procedures.
• Assist with service requests and move-in/move-out tasks as needed.
• Maintain clean, organized reception and shared office areas.
• Support leasing documentation, renewals, and resident communications.
• Enter vendor invoices and track tasks with status updates.

Skills

Customer service

Hospitality

Office administrative

Communication

multitasking

Education

High school diploma or equivalent

Tools

Entrata

Microsoft Office

Job description

Position Summary

The Front Desk and Leasing Coordinator is the first point of contact for residents, prospects, clients, vendors, and visitors at BMOC. This role keeps the office welcoming, organized, and responsive while supporting leasing, invoice entry, and day-to-day property operations. The coordinator works closely with property management, accounting, marketing, and maintenance and is expected to build productive relationships across departments. It is designed for a dependable, service-minded person who wants to build a long-term career in property management.

Success in this position requires more than answering phones. The coordinator must communicate professionally, follow issues through to completion, learn BMOC systems, and take increasing ownership as skills and judgment develop.

Primary Responsibilities

Front Desk and Resident Service

• Welcome residents, prospects, clients, vendors, and visitors and connect them with the appropriate team member.
• Answer and route calls, emails, and office inquiries promptly and professionally.
• Receive packages, keys, payments, applications, notices, and other documents using established procedures.
• Help residents submit service requests and provide accurate information without making commitments outside the role's authority.
• Maintain a clean, organized, and professional reception and shared office area.

Leasing Support

• Respond to prospective resident inquiries and document follow-up activity.
• Learn BMOC's properties, availability, rental criteria, and leasing process.
• Schedule tours and, after training, conduct property tours and follow up with prospects.
• Support applications, leasing documentation, renewals, move-in preparation, and resident communications.
• Maintain accurate prospect and leasing records in BMOC's property management system.
• Coordinate with the marketing team to keep approved property information, listings, leasing materials, and resident communications accurate and current.
• Follow Fair Housing requirements and BMOC policies in every prospect and resident interaction.

Property Management and Administrative Support

• Assist property managers with notices, resident files, work-order follow-up, inspection scheduling, and vendor coordination.
• Enter vendor invoices and credits accurately and promptly, confirm required supporting information, assign them to the correct property, and route them through the established approval process.
• Work with property managers and accounting to research missing information, resolve invoice discrepancies, and maintain complete documentation.
• Track assigned tasks and communicate status, delays, and unresolved issues without waiting to be asked.
• Prepare routine reports, correspondence, spreadsheets, and property documentation.
• Protect confidential resident, employee, client, and company information.
• Support move-in, move-out, turnover, and other seasonal property operations as assigned.
• Coordinate across property management, accounting, marketing, and maintenance so information and assigned work move to the right person and do not stall between departments.
• Identify recurring questions or process gaps and recommend practical improvements.

This description summarizes the position’s primary duties and is not exhaustive. The employee is expected to perform other reasonable duties, projects, and cross-departmental support assigned by the management team. BMOC may revise responsibilities as business needs evolve.

Qualifications

Required

• High school diploma or equivalent.
• Prior customer service, hospitality, office, sales, housing, or related experience.
• Clear written and verbal communication skills.
• Reliable attendance, professional judgment, and consistent follow-through.
• Ability to organize multiple requests, set priorities, and remain calm when the office is busy.
• Comfort learning property management software, Microsoft Office, and other business systems.
• Ability to work independently while knowing when to elevate an issue.

Preferred

• Experience in leasing, property management, student housing, hospitality, or sales.
• Experience with Entrata or another property management platform.
• Interest in developing into a leasing or property management role.

What Success Looks Like

• Calls, visitors, documents, and inquiries are handled accurately and promptly.
• Residents and prospects receive professional service and clear next steps.
• Assigned tasks are tracked through completion, with problems escalated early.
• Leasing activity and property records are complete and accurate.
• The employee becomes capable of conducting tours and supporting the full leasing process after training.
• The employee demonstrates the reliability, judgment, initiative, and operational knowledge required for increased responsibility.

Development and Advancement

BMOC intends for this role to provide meaningful exposure to leasing and property operations. An employee who consistently meets performance expectations may be considered for expanded leasing responsibilities and, over time, a property management opportunity. Advancement is based on demonstrated readiness, available business opportunities, and successful completion of applicable training; it is not automatic or guaranteed by tenure.

Compensation and Benefits

Competitive hourly compensation based on relevant experience and demonstrated capability. Benefits are offered in accordance with BMOC eligibility requirements and company policy.

Equal Opportunity

BMOC Inc is an equal opportunity employer. Employment decisions are made without unlawful discrimination and in accordance with applicable federal, state, and local law.