Lease Administrator

Job Description

Job Description

Hillpointe is a fully integrated real estate development and investment management firm focused on developing market-rate workforce housing across the Sun Belt.

Ranked at the top of NMCH's Builders and Development companies, our team ensures best-in-class execution. This position is more than just a job - it's a career-defining opportunity! At Hillpointe, you'll be part of a dynamic, innovative team that makes tangible impacts on day-to-day operations and contributes directly to overall success.

Lease Administrator

Job Summary :

This position plays a critical role in the leasing process as the facilitator of transitioning an application into a fully executed lease agreement.

This position is responsible for efficiently processing rental applications, ensuring all documentation is entered, uploaded and in order and verifying applicant information through to an application decision.

The role requires strong attention to detail, excellent communication skills, and the ability to work in a fast-paced environment while maintaining a high level of customer service to prospective residents and team members.

Essential Responsibilities :

Rental Application Processing :

Performs all steps associated with the processing of applications, credit screening, income verification, identity verification, and criminal background checks.

Review rental applications for completeness and accuracy :

• Verify applicant information, including employment, rental history, income, identification, and credit checks.
• Review background checks and ensure compliance with company policies and legal requirements.
• Communicate with applicants to request any missing documentation or clarification.
• Make recommendations to property management regarding application approval or denial based on verification results.
• Communicate final status of applications with property management and applicants.
• Escalates challenges in application processing, verifications, data collection, and timeliness of completion to the Regional Property Manager, Director of Leasing and Community Manager.

Application Approval and Lease Execution Management :

• Ensure that all occupant and income information as submitted on the application and supporting income documents, are updated in the Property Management System for accuracy.
• Send welcome letter to applicant once they are approved for residency. This should include communication of any additional deposits to be paid as well as information regarding renters insurance requirements and utility transfer requirements prior to move in.

Customer Service & Communication :

• Maintain regular communication with applicants throughout the application process, providing updates and answering questions.
• Address any issues or concerns regarding the application or leasing process in a timely and professional manner.
• Act as a liaison between applicants and the property management team.
• Provide a positive leasing experience to new residents by offering friendly and efficient service.

Compliance & Record Keeping :

• Ensure all application and lease processing activities comply with Fair Housing laws and other regulatory requirements.
• Maintain accurate and organized records of all applications, leases, and associated documentation.
• Assist in audits or reviews of leasing documentation as required.

Collaboration with Property Management and Leasing Teams :

Maintain thorough communication with each respective Community Manager to ensure flawless handoff between the application / approval process so the Community Manager can send out the lease for execution to the applicant in a timely manner.

Assist in developing and improving application and lease signing processes to enhance efficiency and customer satisfaction.

Other Responsibilities :

• Completes various administrative reports and performs other duties as assigned or as necessary.
• Sends weekly status updates to both property management and leasing teams

Organizational Responsibilities :

• Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).
• Practices proper safety techniques in accordance with Company, community, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee / visitor / resident injuries or accidents, or other safety issues to appropriate individual(s).
• Identifies areas for improvement and offers suggestions to improve the community's efficiency, profitability, and productivity.
• Keeps abreast of current changes in technology, leasing and sales tools, processes, and standards within the industry and area(s) of responsibility by attending internal and external training programs and by accessing other sources of information and applies knowledge and practices to area(s) of responsibility.

Working Conditions :

This role will work remotely, but also may visit company offices and communities that may have frequent exposure to outside elements where temperature, weather, odors, and / or landscape may be unpleasant and / or hazardous.

Physical Demands :

• This role must be able to perform deskwork for extended hours daily.
• Routine, travel may be required to attend training classes, conduct market research, or other situations necessary for the accomplishment of some or all the daily responsibilities of this position.
• Must be able to work a flexible work schedule, which may include weekends and / or holidays.

Must be on screen for meetings and professionally dressed / presented.

Knowledge, Skills, Abilities :

• Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal documents, sell, and explain apartment features, and answer questions.
• Demonstrated ability to apply sales skills, such as generating sales leads, conducting sales presentations, qualifying prospects, and closing.
• Demonstrated proficiency in word processing, property management software (preferably Yardi and / or One Site), and spreadsheet management programs to complete required reports and employment documents.
• Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percent to complete financial records, budgets, and other fiscal reporting information.
• Proficiency and fluency in using the internet for marketing, advertising, and sales-related circumstances, including using Craigslist, Google, and other search engines, and navigating the internet and websites.
• High School diploma, GED or an employment history that demonstrates the application and usage of a sales, marketing, internet, and customer service background sufficient to resolve customer complaints and issues and complete financial records, documents, and reports.

NOTE : This document outlines the general nature and level of work expected from individuals in this role. It's important to understand that this is not an exhaustive list of responsibilities, duties, and skills.

Additional tasks or job functions that can be safely performed may be required as necessary by supervisory personnel. This flexibility in additional duties showcases the company's adaptability and encourages employees to be versatile.

The employee is expected to adhere to all work rules, procedures, and policies established by the company, including, but not limited to, those contained in the employee handbook.