Leasing Support Specialist

Benefits

• 401(k)
• 401(k) matching
• Bonus based on performance
• Company parties
• Opportunity for advancement
• Paid time off
• Training & development
• Haven Property Management

Leasing Support Specialist

Leasing Support Specialist

Leasing Support Manager

• Property Setup & Maintenance:
  Manage new property setups, including obtaining Direct Deposit forms, W‑9s, utility documents, and coordinating with HOAs. (These should be checked daily to see if new forms have been completed)
• Verify utility profit during tenant move‑ins and process associated forms, including move‑in forms, HOA rules and regulations, and lead‑based paint disclosures.
• Move In utility documents, and HOA documents are sent a minimum of 3 days prior to the tenant moving in and emailing/texting the tenant the documents have been sent out and need to be completed prior to move in
• HOAs that need lease agreements are sent to the HOA 48 hours after move‑in
• HOA documents that do not require a lease should be submitted to the HOA before the tenant moves in, time varies depending on the HOA’s time frame (varies by HOA)
• Utility Profit is checked daily before and after move‑in has occurred to verify the tenant has started utility set up and all required documents are completed; if not continued follow‑up with the tenant is required until all steps are completed, sending utility forms if available and if applicable reaching out to the property manager.
• Coordinate lease renewals, share completed leases with relevant parties, and follow up with tenants for signatures or questions.
• Prepare and send legal notices, including rent increases, 14‑day notices, and termination notices.
• Assist with Section 8 paperwork submission and compliance.
• Assist with entering transfer tenant paperwork
• Enter all vendor invoices into the system within 24 hours of approval
• Verify invoice details, work order and bill entry is all correct
• Handle HOA‑related communications, including addressing fines, violations, and dues.
• Provide support on HOA‑related tenant issues, violations, or escalations.
• Involve PM as needed.
• When the Accounting Assistant is out of the office process emailed utility bills and resolve issues with utility providers for managed properties.
• Act as the point of contact for utility‑related questions from property managers and tenants.
• When the Accounting Assistant is out of the office, fill in for handling utility bills.
• Monitor and process the support inbox for tenant inquiries, utility follow‑ups, and internal communications.
• Send PM invoice reminder emails and assist property managers with any administrative needs.
• Answer and direct phone calls, ensuring all inquiries are addressed promptly.
• Responds to all emails in the department related to the tasks you’re assigned to within 24‑48 hours (24 hours for urgent/owner/tenant communication)
• Assist with Leasing Support Manager related tasks, audits and special projects when needed with meeting deadlines.

• Efficient and accurate completion of all property setups and tenant move‑in requirements.
• Seamless handling of lease renewals and timely resolution of legal and compliance issues.
• Positive tenant and HOA relationships through effective communication and problem‑solving.
• Reduction in utility‑related issues through proactive coordination with providers and tenants.
• Organized and prompted the processing of support inbox and administrative tasks, ensuring no delays in operations.

• Strong interpersonal and communication skills, both written and verbal.
• Exceptional organizational skills and attention to detail.
• Ability to work independently and collaboratively within a team.
• Ability to adapt to changing priorities and manage multiple tasks effectively.
• Experience in customer service or leasing within the real estate industry.

• 100% of new property setups are completed within five business days.
• All lease renewals were sent out within 24 hours of approval.
• Legal notices are prepared and sent within 48 hours of the request.