Leasing and Occupancy Specialist - Western Heights

Knoxville's Community Development Corporation; Knoxville (TN); On-site; USD 35,000 - 45,000; Full time

Job summary

Knoxville's Community Development Corporation is seeking a Leasing and Occupancy Specialist in Knoxville, Tennessee. This role involves clerical support for apartment leasing and includes responsibilities like managing resident inquiries, utilizing Yardi software, and maintaining property-related paperwork.

The ideal candidate has a high school diploma or GED, experience in an office environment, and knowledge of customer service. Certification in occupancy specialties is to be obtained within 2 years of hire, and proficiency in Spanish is desirable.

Qualifications

• 1 year of experience providing general clerical support in an office setting.
• Ability to speak and understand Spanish is desired.
• CPO, COS, or Bended Occupancy Specialist Certification must be obtained within 2 years.

Responsibilities

• Lease vacant apartments and support day-to-day office procedures.
• Provide customer service by responding to resident concerns.
• Maintain and organize resident files and information.

Skills

Customer service

Knowledge of Microsoft Office Suite

Ability to learn housing regulations

Organizational skills

Education

High School Diploma or GED

Tools

Yardi property management software

Job description

SUMMARY

Under the direction of the Property Manager, the Leasing and Occupancy Specialist provides clerical and administrative support in the property leasing office. This position is responsible for leasing vacant apartments and day‑to‑day office procedures (leasing, recertifications, inspections, tenant notices). The community may have a mix of market rate / workforce units, Low Income Tax Credit (LIHTC) units and/or Project Based Rental Assistance. The site must comply with all company policies and all relevant laws and regulations. All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

Supervisory Responsibilities

The Leasing and Occupancy Specialist is a non‑supervisory position.

Essential Duties And Responsibilities

• Greets visitors, applicants, and residents; answers the office phone in a courteous and professional manner. Checks voicemail and responds/elevates calls as needed.
• Provides excellent customer service by responding to resident concerns, questions, and requests in a timely manner, and taking appropriate action to resolve issues.
• Files, organizes and maintains resident files per established file format.
• Enters and updates information in property management software (Yardi).
• Reviews and updates waiting list to maintain an active applicant pool in an effort to minimize vacancy loss in accordance with related regulations.
• Prepares documents for lease signing meetings, court hearings, and other as directed.
• Schedules appointments, conducts interviews and obtains third‑party verifications related to annual, interim, gross rent, unit transfer, termination, initial and move‑out certifications in accordance with program rules. Generates EIV reports.
• Generates tenant correspondence letters and ensures distribution.
• Follows approved processes and procedures and makes recommendations to improve efficiency.
• Must be available to work a modified weekly schedule, including overtime and Saturdays as scheduled.
• Performs other duties as assigned.

Requirements

Knowledge, Skills, And Abilities

• Knowledge of or ability to learn KCDC policies and procedures, federal and state laws and regulations related to affordable, tax credit, and convention housing programs.
• Knowledge of or ability to learn the regulations and procedures for determining eligibility and appropriate rent amounts for rental assistance programs.
• Knowledge of and proficiency in the use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Yardi property management software.
• Knowledge of office practices, procedures, and equipment.
• Ability to provide excellent customer service by tending to the needs of internal and external customers, answering questions, displaying professionalism and providing knowledge of programs to ensure customer satisfaction.
• Ability to explain KCDC policies, procedures, rules, and regulations.
• Ability to be courteous and professional when obtaining information and giving procedural directions.
• Ability to establish and maintain effective working relationships with co‑workers, tenants, and the public.
• Ability to effectively manage time in order to set due dates, meet deadlines, coordinate appointments, and manage calendars.
• Ability to write grammatically correct and business‑appropriate letters and email.
• Ability to make mathematical calculations and keep detailed records.
• Ability to accurately enter information in Yardi property management software.
• Ability to organize and maintain files and records.
• Ability to understand and follow oral and written instructions.
• Ability to speak and understand Spanish is desired.

Behavioral Competencies

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

Education and Experience

High School Diploma or GED and a minimum of one (1) year of experience providing general clerical support in an office setting. An equivalent combination of education and experience may be considered.

Certificates, Licenses, and Registrations

CPO, COS, or Bended Occupancy Specialist Certification must be obtained within 2 years of service.

Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is required to remain in a stationary position and walk around the Authority grounds and buildings. Daily movements include sitting; standing; reaching and grasping; moving about the properties; and attending onsite meetings and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must regularly transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position generally works on Authority properties, which may cause the employee to experience a range in temperatures and other weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with contractors as well as Authority residents.