Lease Up and Administrative Specialist

Are you looking for a position at a mission-driven, innovative organization with great benefits? If so, join Boulder Housing Partners! We are a PERA employer and offer great public employee retirement benefits, work-life balance, and flexible schedules.

We build, own, and manage affordable housing in the City of Boulder, bringing together staff and stakeholders from diverse backgrounds to accomplish a common goal.

JOB OBJECTIVE:

Under general supervision, the Lease Up and Administrative Specialist is a floating position that manages the lease up process for new construction and renovations at BHP and supports the property management department by providing high quality customer service to our clients and staff. Functions include interest list and/or waitlist management, coordination with other Leasing Specialists for the marketing, eligibility determinations, showing apartments, completing file documentation, compliance and reporting, responding to calls and emails, filling in for property manager as needed and other related property management duties as required.

DUTIES AND RESPONSIBILITIES:

1.       Manage all aspects of leasing vacant units with emphasis on new construction and renovation projects while following BHP's policies and procedures. This includes the following:

• Respond to inquiries from potential residents in a timely, professional and engaging manner via telephone and walk-ins
• Schedule appointments for apartment tours
• Drive the leasing process to exceed monthly leasing goals
• Track and enter all traffic into Yardi
• Track unit availability and unit assignment for each applicant
• Process and maintain waitlists and interest
• Process applications for housing
• Conduct landlord references
• Conduct background checks
• Check files for eligibility criteria
• Scan all documentation into File Vision upon receiving and recycle immediately
• Show available units
• Conduct pre-leasing inspections of vacant units to ensure units are ready to show and in move-in condition.

2.       Assist with the processing of all paperwork and mailings related to leasing and, recertifications and other property management duties. This includes the following:

• Process applications and recertifications, send any required notification to applicants and/or residents
• Communicate with applicants/residents about status of their application/recertification process
• Mail, fax, or email documents and track return of documents
• Review forms for accuracy and completeness. Research and obtain missing information as needed
• Organize paperwork and assist as requested
• Track traffic, enter data into Yardi software system
• Maintain organized ETR (Electronic Tenant Record)

3.  Assist property managers by:

• Holding office hours as needed
• Providing customer service in person, by phone, by email, or as applicable
• Returning calls and emails as needed
• Posting notices at sites
• Transporting payments to BHP
• File Vision scanning and accuracy

4.  Assist property managers with applicant/resident issues, including:

• Monitor rent and security deposit collection at move in
• Complete move in process with applicant/resident, including unit check in form at move in
• Assist with applicant/resident issues, requests and communications
• Working knowledge of reasonable accommodation situations under Section 504

5. Assist with all other paperwork issues, including filing and reporting requirements for the funders and program administrators.

6. Performs other administrative related duties as required by management to meet the needs of the department and BHP.

7. Collaborate with the Director of Property Management, Property Manager and Regional Property Manager on assigned tasks and special projects.

8. Train and mentor other staff members as needed, ensuring they understand their roles and responsibilities. 

9. Regular, predictable attendance is an essential function of this position.

10. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Is responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment.

Generally, duties and responsibilities are listed from most to least critical or time consuming.

Boulder Housing Partners is committed to hiring employees who provide good customer service; our employees communicate courteously and responsively and provide effective and efficient service to the public and co-workers. 

MINIMUM REQUIREMENTS:

High school diploma or equivalent. Strong organizational experience. Experience with data entry and database management. Ability to accurately verify multiple sources of information and make assessments. Demonstrated ability to communicate with internal and external customers; proven composure in difficult situations; ability to manage and resolve conflict effectively. Attention to detail. Ability to work with diverse populations. Interest, desire, ability and commitment to provide excellent customer service in person and over the telephone. Ability to work independently, take initiative, handle multiple tasks simultaneously, and to assume responsibility for completion of complex workload without close supervision. Acceptable background information, including criminal history. Valid Colorado driver's license and acceptable motor vehicle record.

DESIRED QUALIFICATIONS:

Experience with housing software, particularly Yardi.  Some knowledge or experience with electronic filing systems. Customer Service experience. Bilingual Spanish/English.

HIRING RANGE: $23-$28/hour  ($47,840-$58,240) DOQ

Applications will be accepted through August 30, 2024.

WHAT IT'S LIKE TO WORK WITH US:

If your goal is to help build diverse and inclusive communities by providing homes, creating community and changing lives, consider joining us at BHP.  We know our employees are our most important resource, in addition to rewarding and meaningful work we enjoy:

Medical, dental, vision health plans

Retirement benefits that includes PERA defined benefit plan plus 401k and 457 plans

Paid life insurance

Employee wellness program

Long term disability

13 paid holidays per year plus vacation and sick leave

Five Fridays off during the summer

Excellent work-life programs, such as flexible schedules, training opportunities, and more 

CHAIN OF SUPERVISION

(1)    TITLE OF IMMEDIATE SUPERVISORS:  Director of Property Management, Regional Property Manager and/or Property Manager

Your immediate supervisor is the Director of Property Management. However, you may also report to the Property Manager and Regional Property Manager when assigned to their teams for special projects.

(2)    TITLE (S) OF POSITION (S) OVER WHICH THIS POSITION HAS DIRECT SUPERVISION:  N/A

MACHINES AND EQUIPMENT USED IN WORK INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:

Computer, printer, postage machine, telephone, photocopy machine, scanners, facsimile machine, and calculator/adding machine.

WORKING CONDITIONS

Physical Demands:

This position works in an office setting. In the office, it is primarily sedentary physical work requiring lifting a maximum of 30 pounds; occasional lifting, carrying, walking, bending over (to file) and standing. Extensive data entry. Frequent hand/eye coordination and finger dexterity to operate personal computer, adding machine, and office equipment; vision for reading, recording and interpreting information; speech communication and hearing to maintain communication with employees and customers.

Work Environment:

Works in a clean, comfortable office environment.  Non-private office.

Equipment Used:

Frequently uses standard office equipment including personal computers, adding machines, calculators, printers, shredders, electronic date stamp, fax and copy machines.

HISTORY:

Founded in 1966, Boulder Housing Partners (BHP) is known for creative and award-winning approaches. BHP’s goal is to make living in Boulder possible and affordable, regardless of income. We are committed to fostering a healthy sense of community in every property we develop. We are an inclusive organization that operates creatively, decisively, and effectively, with strong and consistent values and an understanding that housing is as much about people as it is about place. We build, own and manage 33% of the total inventory of affordable housing in Boulder, making a strong contribution to City Council's goal that 10% of all housing is permanently affordable.

Our commitment to the organizational stewardship of assets involves fostering a caring and supportive work environment for our most valuable asset - our employees. We realize that our mission can only be realized with a team of dedicated and passionate people.  BHP provides professional development opportunities as well as a generous benefits package that includes medical, dental, vision, life insurance, paid holidays and personal days, as well as retirement benefits.  Our culture promotes work-life balance and opportunities to engage in healthy lifestyle activities. 

BHP is an Equal Opportunity Employer. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), sex, sexual orientation, gender identity, gender expression, color, religion, creed, national origin, ancestry, disability, military status, genetic information, marital status, or any other status protected by applicable state or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.