Occupancy Specialist, Windham Heights Apartments

Vesta Corporation; Windham (CT); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Medical, dental & vision insurance

Company matched 401(K)

Paid time off

12 paid holidays

Tuition Reimbursement

PetPlan Pet Insurance

Employee Assistance Program

Long & Short-Term Disability

Job summary

Vesta Management is seeking an Occupancy Specialist to support Windham Heights in Willimantic, CT. The role centers on achieving maximum occupancy through resident interactions, leasing, and re-qualifications for LIHTC/Section 8 programs.

The ideal candidate has affordable housing program experience, strong customer service orientation, and a commitment to accuracy in processing applications, renewals, and certifications.

Qualifications

• HS diploma or equivalent required.
• 2 years of related property management or apartment leasing office experience.
• Experience with HUD and Section 8 programs preferred; COS/CPO certification strongly preferred.
• Experience with Yardi strongly preferred.

Responsibilities

• Foster positive, proactive relationships with residents, communities, and agencies.
• Coordinate leasing including interviewing residents and qualifying applicants.
• Process applications, move-ins, renewals, and interim recertifications.
• Maintain accurate records of resident transactions and certifications.
• Review and ensure TRACS transmission readiness.

Skills

Interpersonal skills

Verbal communication

Time management

Multitasking

Customer service

Education

HS diploma or equivalent

Tools

Yardi

Job description

Description

Be a part of the best team in Property Management!

Vesta Management, is seeking to hire an affordable housing experienced, results driven, customer service focused Occupancy Specialist to support operations at Windham Heights in Willimantic, CT. The ideal candidate will have experience with affordable housing programs such as LIHTC and Section 8, takes pride in their work, and genuinely cares about creating a positive experience for our residents. Join our team and be a part of Vesta’s success story!

What we Offer:

At Vesta, we take pride in hiring the best talent in Property Management. We work hard and we have fun doing so. In addition to our generous benefits package, we offer service awards, performance bonuses, team member appreciation events and opportunities for growth. Our benefits include:

• Medical, dental & vision insurance
• Company matched 401(K)
• Paid time off- Vacation, sick, floating holidays
• 12 additional paid holidays
• Tuition Reimbursement
• PetPlan Pet Insurance
• Employee Assistance Program
• Long & Short-Term Disability Insurance
• AND MORE

The Occupancy Specialist is responsible for all activities related to achieving maximum occupancy at the property, to include interacting with current and prospective residents. The Occupancy Specialist is generally responsible for applications, move-ins, and lease renewals, including re-qualifying applicants annually and on an interim basis in accordance with the guidelines of the programs within the community.

Essential Functions:

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

• Fosters a positive, active and collaborative relationship with residents, communities, and associated agencies.
• Responsible for keeping reception area clean with professional surroundings.
• Assist management with administrative detail with all projects, phones, faxes, filing, typing, mailings, and rental payment processing. Maintain accurate record of all resident transactions issuing resident receipts as necessary. May review- preview report and confirm TRACS (Tenant Rental Assistance Certification System) transmission ready.
• Answer and direct incoming calls to the appropriate team member. When the appropriate team member is unavailable, ensure proper follow up.
• Listen and address resident concerns/requests timely, to ensure resident satisfaction or if their requests are unreasonable, ensure they receive a response regarding our action/inaction.
• Greet, introduce, welcome and convey benefits of the property to prospective residents and visitors.
• Coordinate leasing to include interviewing prospective residents and assessing their needs and qualifications. Secure a completed welcome card and/or application from the prospective resident. Enter prospective resident information into the property data system.
• Schedule application intakes, interviews, processing and preparation of applications, and their distribution.
• Accompany prospective residents to apartments, discuss size and layout, terms of lease, and available facilities, i.e., swimming pool, laundry, shopping centers, services available.
• Qualify prospective residents, based on property program requirements and the tenant selection plan.
• Coordinate and maintain a healthy applicant waiting list to ensure future maximization of occupancy.
• May be expected to calculate rent, based on property program/procedures or rent schedule.
• Complete appropriate lease forms/documents and collect reservation deposit (if applicable), security deposit, and initial or prorated rent.
• Handle marketing outreach to include interacting with neighborhood groups, local employers, community organizations and any other sources of prospecting and lead generation with a focus on converting leads into rentals.
• Conduct marketing surveys and regularly review traffic reports, share trends with Property Manager.
• Assist with and attend resident retention initiatives (i.e., resident functions, promotions, monthly newsletters, etc.).
• Assist with property-issued communications/notices (i.e., bad weather, emergency, etc.).
• Gather, prepare, and execute lease renewals, and intake, prepare, and process interim recertification, annual recertification and other documentation as required by local, state and federal agencies. Secure all required applicant and resident signatures, for administrative processes.
• Maintain accurate record of all resident transactions/ certifications and process timely (interim certifications, move-in/move-outs, etc.).
• Notify management of necessary legal action of resident non-payment or non-compliance.
• Process information in property management software regularly, i.e.., work orders, certifications, deposits and all pertinent resident documentation.
• Maintain documentation and filing procedures and systems in accordance with Vesta’s SOP.
• Prior to showing an apartment, a model, or any aspect or amenity of the community, ensure that it meets Vesta quality standards and expectations. Report any maintenance or physical property needs to the Property Manager and/or Maintenance personnel.
• Input work order and service requests, in property data system, and communicate to maintenance.
• Assist in the achievement of property financial goals.
• Consistently maintain property rules and regulations in accordance with property-based programs, Vesta’s SOP as well as all state, federal and/or local laws.
• Preserves and respects resident, applicant, employee and company confidentiality.
• Other duties as assigned by management.

Knowledge, Skills and Abilities:

• Excellent interpersonal skills; strong verbal communication skills.
• Able to work independently; self-motivated, takes initiative.
• Able to multitask and prioritize efficiently.
• Ability to determine varying nature of calls/issues and identify the priority level.
• Accepts responsibility and accountability.
• Honest and trustworthy; displays integrity.
• Professional, in appearance and action.
• Shows adaptability.
• Organized and detailed.
• Basic math proficiency required.

Requirements

Requirements Education and Experience:

• HS diploma or equivalent.
• 2 years of related experience in a property management or apartment leasing office.
• Experience with site based affordable housing programs strongly preferred, specifically HUD and Section 8.
• COS Certified Occupancy Specialist and/or CPO Certified Professional of Occupancy certification strongly preferred.
• Experience with Yardi strongly preferred.
• Successful completion of a background check and drug screen required.

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws. At Vesta, we are committed to a fair and equitable workplace.