Leasing Operations Coordinator

Riaz Inc.; Oakland (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Riaz Inc. is seeking a Leasing Operations Coordinator to support the Director of Leasing, ensuring unit turns, property presentation, and sense of arrival meet brand standards across the portfolio.

You will own QC, marketing QA, and centralized leasing initiatives, working with GTM, Leasing Specialists, and Property Management to close gaps before they affect resident experience. This role emphasizes reporting, data accuracy, and team communication to deliver consistent, high-quality leasing

Responsibilities

• Own the prospect’s sense of arrival for every scheduled tour — confirming curb appeal, entry sequence, common areas, and unit condition create a consistent first impression across the portfolio.
• Track unit turn timelines and confirm vacant units, model units, and properties are rent-ready ahead of schedule.
• Conduct or coordinate walk-throughs of properties, model units, and vacant units to verify presentation standards are met.
• Flag maintenance, staging, or cleanliness gaps to Property Management and confirm resolution.
• Maintain a tracking log of unit turn and presentation-readiness status across the portfolio.
• Follow up directly with the turn vendor when turns are not completed according to turn standards, and track resolution through to completion.
• Maintain ministaging inventory and identify areas of improvement for amenity furniture across the portfolio.
• Support unit scans with the Matterport 3D camera as part of unit turn QC sign-off.
• Support touring prospective renters as needed, including back-up coverage when Leasing Specialist availability is limited.

Skills

Project coordination

Quality control

Data reporting

Communication

Cross-team collaboration

Tools

Yardi

Matterport

Job description

Position Summary

The Leasing Operations Coordinator acts as a direct extension of the Director of Leasing, owning the day‑to‑day quality control, coordination, and reporting work that keeps leasing and marketing execution consistent across the portfolio. The role sits at the intersection of leasing, marketing, and the global (GTM) leasing team — owning the prospect’s sense of arrival by verifying that units and properties are presentation‑ready, that marketing and advertising materials meet brand standards, and that centralized leasing and group leasing initiatives are executed without gaps across the portfolio. The Leasing Operations Coordinator reports directly to the Director of Leasing and works closely with GTM, Leasing Specialists, and Property Management. This is a support and quality‑assurance role: its purpose is to be the Director’s right hand, catching gaps before they affect resident experience, brand consistency, or leasing performance.

Primary Duties and Responsibilities

Product Quality Control — Unit Turns, Property Presentation & Sense of Arrival

• Own the prospect’s sense of arrival for every scheduled tour — confirming curb appeal, entry sequence, common areas, and unit condition create a consistent first impression across the portfolio.
• Track unit turn timelines and confirm vacant units, model units, and properties are rent‑ready ahead of schedule.
• Conduct or coordinate walk‑throughs of properties, model units, and vacant units to verify presentation standards are met.
• Flag maintenance, staging, or cleanliness gaps to Property Management and confirm resolution.
• Maintain a tracking log of unit turn and presentation‑readiness status across the portfolio.
• Follow up directly with the turn vendor when turns are not completed according to turn standards, and track resolution through to completion.
• Maintain ministaging inventory and identify areas of improvement for amenity furniture across the portfolio.
• Support unit scans with the Matterport 3D camera as part of unit turn QC sign‑off.
• Support touring prospective renters as needed, including back‑up coverage when Leasing Specialist availability is limited.

_ Expectation: _ Every property delivers a consistent, high‑quality sense of arrival — from curb appeal to unit condition — for every prospect tour.

Marketing and Advertising Quality Control

• Review property listings, ad copy, photography, and promotional materials for accuracy and adherence to ArtHaus brand standards.
• Confirm pricing, availability, and unit details in all marketing channels match current Yardi data.
• Partner with GTM to correct discrepancies before materials go live.
• Maintain a brand standards checklist and train teams on proper application.

_ Expectation: _ All marketing and advertising output is accurate, current, and consistent with ArtHaus brand standards.

Leasing Initiative Execution

• Coordinate the rollout of centralized leasing initiatives across the portfolio, confirming consistent execution property to property.
• Organize and support group leasing initiatives, including initial outreach to local employers and business groups.
• Track initiative milestones and surface execution gaps to the Director of Leasing.
• Serve as the point of contact between the Director of Leasing and property‑level teams during initiative rollout.

_ Expectation: _ Centralized leasing initiatives launch on schedule with no property left behind on execution.

Data Reporting and Accuracy

• Build and maintain leasing and marketing performance reports drawn from Yardi and supporting systems.
• Audit data entry across systems for accuracy and flag discrepancies for correction.
• Prepare regular reporting packages for the Director of Leasing and leadership.
• Audit and maintain system accuracy for unit‑level attributes (specs, amenities, pricing, and availability) across Yardi and connected platforms.

_ Expectation: _ Leadership always has a current, accurate view of leasing and marketing performance.

Leasing Team Quality & Communication Coordination

• Monitor lead response times, virtual tour activity, and communication quality across the leasing team.
• Coordinate communication between the Director of Leasing, GTM, and property‑level Leasing Specialists to keep expectations aligned.
• Confirm local and global Leasing Specialists deliver consistent, high‑quality service across all properties.
• Escalate service quality gaps and follow through on resolution.

_ Expectation: _ Prospects and residents receive consistent, high‑quality service regardless of which Leasing Specialist they reach.

Competitive Market Research

• Conduct and maintain ongoing research on competing properties, amenities, and pricing trends across the portfolio’s submarkets.
• Summarize competitive positioning and pricing insights for the Director of Leasing.
• Flag pricing or amenity gaps that could affect lease‑up or renewal performance.

_ Expectation: _ The Director of Leasing has current competitive intelligence to inform pricing and positioning decisions.

Application Review Support

• Assist with application review and approval, confirming consistency with company screening standards.
• Partner with the Global Applications Specialist team to resolve application processing questions.

_ Expectation: _ Applications are reviewed accurately and without unnecessary delay.

Project-Based Support

• Own the rollout and maintenance of the AIGT (AI‑Guided Tour) program across the portfolio.
• Provide project‑based support as needed to meet departmental and company goals.
• Take on ad hoc initiatives from the Director of Leasing as priorities shift.
• Perform other duties as assigned by supervisor.

_ Expectation: _ The Director of Leasing has a reliable partner to execute on emerging priorities.

Key Performance Indicators (KPIs)

Each KPI below is measured from a named source report. Standards without a supporting report are stated as Expectations within the role above. Targets marked for confirmation should be finalized with the Director of Leasing.

• Unit Turn / Presentation Readiness
  100% of units, model units, and properties presentation‑ready by target date
  Unit Turn / Walk Sheet Tracker
• Turn Vendor Follow‑Up
  100% of missed turn standards followed up with vendor within [X] business days
  Turn Vendor Follow‑Up Log
• Unit‑Level Data Accuracy
  Zero unit‑level attribute errors (specs, amenities, pricing, availability)
  Yardi / Listing Audit
• Marketing & Ad Accuracy
  Zero pricing, availability, or unit‑detail discrepancies live
  Marketing QC Checklist
• Brand Standards Adherence
  100% of marketing materials compliant with ArtHaus brand standards
  Brand Standards Audit
• Centralized Initiative Execution
  100% of properties executing centralized initiatives on schedule
  Initiative Rollout Tracker
• Data Accuracy
  95% or higher accurate at audit
  Yardi / Reporting Audit
• Lead Response Time (Global Team)
  100% of leads responded to within company target
  Lead Response Report
• Virtual Tour Activity
  100% of qualified leads offered a virtual tour
  Virtual Tour Activity Report
• Group Leasing Outreach
  Consistent quarterly outreach to local employers/business groups
  Group Leasing Outreach Log
• Application Review Support
  100% of assisted reviews completed within target turnaround
  Application Review Tracker

RACI: Leasing Operations Coordinator

• Product Quality / Unit & Property Presentation
  Property Managers
  Leasing Operations Coordinator
  Director of Leasing
  GTM
• Marketing & Advertising Quality Control
  GTM
  Leasing Operations Coordinator
  Director of Leasing
  Property Managers
• Centralized Leasing Initiative Execution
  Leasing Specialists
  Leasing Operations Coordinator
  Director of Leasing
  GTM
• Data Reporting & Accuracy
  Leasing Operations Coordinator
  Leasing Operations Coordinator
  Director of Leasing
  IT / Systems
• Global Leasing Specialist Service Quality
  Leasing Specialists & GTM
  Leasing Operations Coordinator
  Director of Leasing
  Property Managers
• Competitive Market Research
  Leasing Operations Coordinator
  Leasing Operations Coordinator