Job Purpose

Manage all leasing and marketing efforts of the community. Oversees the Leasing staff and should be able to assist the Community Manager with all day-to-day operations of leasing office.

Primary Duties & Responsibilities

Will always include those specifically assigned by the immediate supervisor.

Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed
Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed
Maintain lease files and computer records for the community
Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance
Coordinate the renewal program and ensure that all residents are contacted through the renewal process
Conduct a monthly market survey and recommend pricing changes
Follow up with the leasing team to insure deadlines and standards are upheld.
Maintain the integrity of all social media outlets for community.
Suggest marketing recommendations and implement plan to achieve leasing goals.
Perform administrative duties as assigned by the Community Manager
Actively support the Community Manager and learn the job of the Community Manager to be able to effectively manage the community in the Community Manager’s absence

Specific Responsibilities

Daily/Weekly

E-mail: Monitor community’s emails and follow-up to ensure all leads and resident emails are being responded to in a timely manner.
Phone: Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered in timely manner.
Prospect Handling: Train Leasing Consultants on how to greet, tour, and lease to prospects that visit the community’s leasing office. Assistant Community Manager must make sure there is always office coverage available to work with prospects.
Leases: Verify all lease paperwork that is completed by Leasing Consultants. Review all leases and approve those that meet community’s rental criteria. Note that Yardi entry can be delegated to Leasing Consultants once they are trained however the approval is to be completed by the Assistant Community Manager only.
Yardi Data: The leasing consultants enter traffic, follow up, work-orders, and leases while the Assistant Community Manager ensures the integrity of the Yardi data.
Approvals/Renewals: Review pending leases daily and approve/execute applicable prospects on Yardi. (Note that this should not be delegated to Leasing Associates.) Update renewal lease information once lease is received from leasing consultant.
Marketing: Plan and carry out all campus events, promotions, print and online advertising. Keep Marketing Calendar up to date with all community events, promotions, and price changes.
Renewal Season: Maintain the renewal notebook as activity occurs. Delegate responsibilities of contacting current residents to Leasing Consultants.
Goal Board: Maintain the community’s goal board and fill in properly as leasing occurs.
Work orders: Ensure work orders are entered into Yardi correctly. Actual entry can be delegated to leasing and maintenance. Ensure ALL work orders are called back.
Community Events: Regularly check in with staff to ensure all advertising and event planning is being completed.

Monthly

Leasing/Marketing

Review tour route, current availability, and leasing objectives with Leasing Consultants to train on the most successful techniques.
Market Survey: Complete the survey and maintain relationship with competitors. Delegate to seasoned leasing consultants occasionally.
Plan and order print ads to coordinate with advertising schedule and uphold relationships with publications.
Follow-Up Program: Check Leasing Consultants’ prospect notebooks & Yardi monthly to ensure procedures are being followed.
Complete Leasing Consultants work schedule each month.
Track all leasing activity, availability, and collaborate with leasing consultants to complete roommate matching for incoming residents.

Resident and Promotional Events

Review leasing team schedule to ensure office coverage and all marketing needs are met.
Provide revisions when necessary for Promotion Summary Forms and ensure deadlines are documents are completed in timely manner.
Make sure leasing team is updating community’s website regularly and according to standards.
Visit the community events to support the team in their efforts. Confirm all events are carried out as they were planned and documented by the Promotion Summary Form.
Oversee the production and distribution of the community newsletter.
Approve all social media communication before it is published.

Move-Out/Move-In

Roommate Matching: Work with entire leasing team and Community Manager to place residents in future apartment locations based on their roommate requests and preferences.
Resident Communication: Assist the Community Manager with all Move-in and Move-out related communications to residents and guarantors.
Move-out Process: Ensure that all administrative office procedures for Move-out follow IAC’s standards. Train staff on proper procedure and are prepared to answer customer questions.
Move-in Packets: Oversee the production of move-in packets, utilizing the office staff to help assemble packets.
Inspection Forms: Organize Inspection forms, post move in/out and summarize issues so that Community Manager can review with maintenance staff.
Audit: Conduct an audit on 100% of the lease files to ensure that proper documentation has been collected and maintained at least one month prior to move in. Conduct Yardi audit one month following to ensure resident & guarantor contact is correct.
Move-in Day: Work side-by-side with Community Manager to plan move-in day; traffic flow, check-in process, vendor fair, & maintenance table.

Ongoing

Train all staff members on proper leasing techniques and resident service
Evaluate unit prices in accordance with the market and budgeted goals
Oversight of resident services and activities, including supervision of leasing program
Assistant Managers who are well established should assist Community Managers in the overall operation of the property and seek training and guidance to manage the following areas and to allow for promotion:
Supervise and motivate leasing staff
Conduct weekly meetings with leasing staff
Ensure that the onsite staff provides the highest level of service to residents
Develop an annual marketing plan and conduct marketing reviews on a monthly basis
Approve all invoices for expenses and submit invoices in a timely manner

Experience

QUALIFICATIONS:

Proven experience in student housing, with an emphasis on leasing strategies and marketing initiatives
Demonstrated professionalism and strong demeanor gained through student housing property management or leasing roles

Technical & Analytical Skills

Ability to read and interpret safety rules, operating/maintenance instructions, and procedure manuals
Ability to write routine reports and correspondence
Ability to compute rates, ratios, percentages, pro-rations, occupancy averages, and rents per square foot
Proficient in basic math (add, subtract, multiply, divide with whole numbers, fractions, decimals)
Strong organizational and detail-orientation skills
Effective time management and ability to prioritize tasks

Communication & Customer Service

Excellent communication, listening, and negotiation skills
Ability to speak effectively before groups of customers or employees
Strong customer service skills with a proactive, professional approach to conflict resolution

Leadership & Teamwork

Able to lead, manage, and train others
Works well under pressure with patience and even temperament
Effective team player who interacts well with others
Firm, fair, and consistent in approach

Professional Attributes

Able to maintain confidentiality and follow directions from supervisors
Open to constructive criticism and committed to continuous improvement
Able to understand and follow posted work rules and procedures
Flexible to work weekends or overtime as required

Education & Experience Requirements

Bachelor’s degree (B.A.) from a four-year college or university, or 1–2 years of related experience/training, or an equivalent combination of education and experience
Experience in student housing with a strong emphasis on leasing and marketing (required)
Proficiency in Microsoft Word, Excel, and Entrata (preferred)

Certificates, Licenses & Registrations

None required

Budget Responsibility

Coordinates budget activities, including data collection and organization of budget materials

Key Success Factors

Strong teamwork and customer service skills; able to build effective internal and external relationships
Demonstrated initiative, problem-solving, and sound judgment in decision-making
Solid job knowledge with the ability to multi-task, manage reporting, and deliver high-quality, accurate work
High level of professionalism with reliability, integrity, and strong time management
Clear verbal and written communication skills with the ability to remain approachable and composed under pressure

Supervisory Responsibility

This position does not have supervisory responsibilities

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Assistant Community Manager - Student Housing