LEASE OPERATIONS SPECIALIST

Gene B. Glick Company, Inc.; Indianapolis (IN); On-site; USD 45,000 - 65,000; Full time

Job summary

Gene B. Glick Company is seeking a Lease Operations Specialist to support accurate lease administration across the portfolio.

The role handles tenancy applications, renewals, affordable program certifications, waiting lists, move-in and recertification documentation, signature collection, and tenant file creation. You will collaborate with property teams, compliance, leasing, and operations to support occupancy, regulatory requirements, and audit-ready documentation.

Qualifications

• Minimum high school diploma required; college degree preferred but not required.
• Experience in multifamily property management, lease processing, and administrative support is preferred.
• Must be able to read and comprehend English; fluent Spanish is a plus.

Responsibilities

• Process tenancy applications, review for completeness and required documentation, and manage timelines.
• Prepare move-in, renewal, recertification, and other lease documents; coordinate signatures and file routing.
• Monitor and manage affordable program certifications and ensure documentation is complete and audit-ready.
• Maintain waiting lists and assign applicants based on eligibility and unit availability.
• Create and maintain tenant files, ensuring accuracy, confidentiality, and compliance with retention policies.

Skills

Attention to detail

Communication

Organization

Confidentiality

Problem-solving

Driver's license

Education

High school diploma or equivalent

Tools

Yardi Property Management Software

Microsoft Office Suite

Job description

Overview

The Lease Operations Specialist is responsible for supporting accurate, timely, and consistent lease administration across the portfolio. This role processes tenancy applications, lease renewals, affordable program certifications, waiting list activity, move-in and recertification documentation, signature collection, and tenant file creation. The position partners closely with property teams, compliance, leasing, and operations to support occupancy, resident experience, regulatory requirements, and audit-ready documentation.

Responsibilities

Application Processing

• Process tenancy applications in accordance with company procedures, program requirements, screening standards, and applicable leasing timelines.
• Review applications for completeness, accuracy, required documentation, signatures, fees, and supporting information.
• Communicate with applicants, site teams, and internal partners regarding missing items, status updates, qualification requirements, and next steps.
• Track application status, pending documentation, approval conditions, denials, cancellations, and move-in readiness items in applicable systems.
• Identify and elevate application concerns, exceptions, urgent move-in risks, screening questions, or documentation inconsistencies to the appropriate manager or compliance partner.

Affordable Program Certifications

• Prepare, process, and maintain affordable program certifications, including initial, move-in, annual, and interim certifications.
• Collect, review, and track required household income, asset, student status, and program documentation needed to complete certification files.
• Prepare certification forms, verification requests, calculation support, resident notices, and other required documents in accordance with program requirements and company standards.
• Monitor certification deadlines and proactively follow up with residents, applicants, site teams, and third parties to reduce delinquency and file aging.
• Identify and elevate certification issues, missing documentation, household changes, calculation concerns, or program eligibility questions to the appropriate manager or compliance partner.

Waiting List Management

• Maintain assigned waiting lists in accordance with company procedures, property requirements, and applicable affordable housing program requirements.
• Assign applicants from waiting lists based on established eligibility, preference, unit availability, and assignment procedures.
• Monitor waiting list activity, applicant status, unit availability, and program demand to support timely and accurate applicant placement.
• Communicate with leadership and property teams when waiting lists need to be opened, closed, updated, or reviewed based on occupancy needs, applicant volume, and program requirements.
• Maintain accurate waiting list documentation, status updates, applicant communication records, and audit-ready support files.

Move-In, Recertification & Renewal Documentation

• Prepare move-in documents, lease documents, recertification packets, renewal documents, notices, addenda, and related forms as assigned.
• Coordinate document routing, signature collection, completion tracking, and follow-up with applicants, residents, property teams, and internal stakeholders.
• Review completed documents for accuracy, completeness, required signatures, dates, attachments, and consistency with approved terms or certification outcomes.
• Support move-in readiness by confirming required documents, payments, approvals, certifications, and file components are completed prior to move-in or key release.
• Support renewal and recertification workflows by preparing documentation, tracking due dates, communicating missing items, and updating status reports.

Tenant File Creation & Record Management

• Create and maintain tenant files in accordance with company standards, regulatory requirements, and document retention procedures.
• Ensure move-in, renewal, recertification, and affordable certification documents are accurately organized, saved, and filed in the appropriate system.
• Maintain file accuracy and audit readiness by regularly reviewing documents for missing information, outdated forms, incomplete signatures, or inconsistent records.
• Protect confidential applicant, resident, financial, and household information in accordance with company policy and privacy expectations.

Communication & Cross-Functional Coordination

• Serve as a centralized point of coordination for application, renewal, certification, waiting list, and tenant file status questions.
• Communicate clearly and professionally with applicants, residents, property teams, compliance partners, leasing teams, and operations leadership.
• Provide timely updates on queue status, aging items, deadline risks, and documentation issues.
• Partner with site teams to resolve move-in, renewal, recertification, and applicant assignment questions efficiently.
• Support continuous improvement by identifying workflow gaps, recurring documentation issues, training needs, and process improvement opportunities.

Quality, Accuracy & Compliance Support

• Follow established SOPs, checklists, and quality standards to ensure consistent processing and documentation practices.
• Complete work with a high degree of accuracy, attention to detail, timeliness, and confidentiality.
• Participate in file reviews, quality control checks, audit preparation, training, and process calibration activities as assigned.
• Maintain working knowledge of applicable lease administration processes, affordable program requirements, Fair Housing expectations, and company policies.

Qualifications

• High school diploma or equivalent required.
• Experience in multifamily property management, lease administration, affordable housing, leasing, customer service, and administrative processing preferred.
• Experience preparing lease, renewal, move-in, recertification, and tenant file documentation.
• Strong attention to detail and ability to manage high-volume documentation with accuracy.
• Ability to prioritize competing deadlines, manage queues, and follow established service level expectations.
• Strong written and verbal communication skills with a customer-focused and professional approach.
• Ability to interpret procedures, follow checklists, and apply consistent documentation standards.
• Strong organizational skills and ability to maintain accurate, audit-ready records.
• Ability to work collaboratively.
• Ability to handle sensitive personal, financial, and household information with confidentiality.
• Problem-solving mindset with the ability to identify issues, elevate appropriately, and recommend process improvements.
• Proficiency with Yardi Property Management Software preferred.
• Proficiency with Microsoft Office, Excel, Word, SharePoint and Outlook.
• Must have and maintain a valid Driver's License.
• Minimum travel.
• Must be able to read and comprehend the English language.
• Fluent in Spanish is a plus.