LEASING ADMINISTRATIVE COORDINATOR

Volunteers of America Northern Rockies; Billings (MT); On-site; USD 38,000 - 52,000; Full time

Job summary

Volunteers of America Northern Rockies is seeking a Leasing & Administrative Coordinator in Billings, MT. This full-time role handles leasing activities, from applicant recruitment to documentation, and maintains the occupancy waiting list and software systems.

Responsibilities include screening applicants, inspecting units, coordinating with maintenance, and supporting annual recertifications, newsletters, and calendar creation. Strong communication and confidentiality are essential.

Qualifications

• High School Diploma with a minimum of two years' office experience.
• Proficiency in computers including Microsoft Office, calendar management, software/database, and social media.
• Experience in housing or property management is a plus.

Responsibilities

• Prepare lease paperwork from the application process through move-out.
• Screen applicants per Volunteers of America policies and HUD guidelines.
• Inspect vacant units and coordinate with maintenance to ensure move-in readiness.
• Assist with annual recertifications and unit inspections.
• Greet prospects and provide information to residents, family, vendors and guests.
• Maintain resident retention programs and assist with resident activities.
• Process accounts payable reconciliation.
• Assist with creation of monthly newsletter and calendar.
• Provide clerical support to the Community Administrator and staff.

Job description

Job Details

Job Details: Job Location: Magic City Terrace - Billings, MT, Position Type: Full-time, Education Level: High School, Salary Range: Undisclosed, Travel Percentage: Up to 25%, Job Shift: Day, Summary/Objective

The Leasing & Administrative Coordinator is responsible for all leasing activities including recruiting future residents, maintaining the occupancy waiting list, and processing the leasing documentation and software system maintenance.

Essential Functions

• Accurately prepare lease-related paperwork, from the application process through the move-out. This includes but is not limited to processing housing applications, arranging move-in/out information, lease files, renewal letters, and leases.
• Screen and select qualified and appropriate applications by Volunteers of America, HUD, and Fair Housing guidelines, policies, procedures, and laws.
• Inspect vacant units, ensure the unit is ready for move-in, and follow up with maintenance technicians to reach desirable standards.
• Assist with annual recertifications and unit inspections and preventative maintenance.
• Greet and provide information to prospective residents, family members, vendors, and guests.
• Maintain ongoing resident retention programs and assist with resident activities.
• Perform accounts payable reconciliation.
• Assists with the creation of monthly newsletter and monthly calendar.
• Provides clerical support to the Community Administrator and all staff of property as required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Competencies

• Effective communication skills, both oral and written
• Ability to maintain effective relationships with residents, employees, contractors and the public
• Effective organizational skills with the ability to prioritize and work under tight deadlines
• Ability to work with a high degree of confidentiality regarding sensitive information
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position has no supervisory requirements

Work Environment

This job operates in a professional office environment within a residential facility. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets, and bend or stoop as necessary.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand. Must have the ability to work a flexible schedule, to include 40+ hours/week when necessary and participate in the mandatory on-call rotations.

Travel

Minimal travel required unless for training and Supervision.

Required Education, Experience or Eligibility Qualifications

• High School Diploma with a minimum of two years' office experience.
• Demonstrated proficiency in working with computers including Microsoft, calendar management, software/database, and social media

Preferred Education and Experience

• Bachelor's degree
• Thorough knowledge of lease terms, and elderly housing policies, procedures, and regulations
• More than two years' office experience

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.