Resident Screening Associate

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B I R G E & H E L D

Investing in Communities to Transform Lives.

WHO WE ARE

It's fun to work in a company where people truly believe in what they are doing. At Birge & Held, we are committed to bringing excitement and energy to the business of multifamily housing. We expect every employee within our organization to be a leader working in a collaborative environment towards a shared vision.

At Birge & Held, our employees have a Passion for People, demonstrate Leadership at Every Level, and are Always Learning & Innovating. Through these core values, we make our purpose a reality, "Investing in Communities to Transform Lives."

POSITION OVERVIEW

The Resident Screening Associate is responsible for processing rental applications from submission through screening approval and lease execution in accordance with company standards and regulatory requirements. This role serves as a key operational liaison between onsite property teams and internal departments, ensuring applications are accurately reviewed, documented, and completed within required timelines.

An effective Resident Screening Associate demonstrates strong attention to detail, professionalism, and a commitment to compliance and service accuracy. A successful candidate is self-directed, collaborative, and able to manage multiple application workflows while operating with minimal supervision in a fast-paced environment. Upon completion of screening and lease execution, approved applications are transitioned back to onsite teams for move-in coordination. This position reports to the Manager of Resident Screening.

Birge & Held is currently seeking to fill two Resident Screening Associate positions as we continue to grow our team.

Work Environment:
This is a hybrid role that offers a combination of in-office and remote work. Team members are expected to be on-site several days each week, either at our corporate office or at a nearby Birge & Held property, with the flexibility to work remotely on other days as business needs allow. The work schedule will vary based on business needs;

however, employees should expect to work one Saturday approximately every 4-6 weeks.

KEY RESPONSIBILITIES

Conduct all application processing activities in accordance with company policies and procedures, Fair Housing regulations, Americans with Disabilities Act (ADA), Fair Credit Reporting Act (FCRA), and all applicable federal, state, and local laws related to resident screening and leasing.

Process rental applications through all required company software platforms, including Knock, the PMS, and screening systems, ensuring accuracy and completeness.

Maintain a working understanding of property-specific screening criteria, including income requirements, credit standards, criminal screening guidelines, and approved exceptions.

Maintain awareness of property concessions, specials, and screening nuances to ensure applications are processed in alignment with property expectations.

Collect, review, and verify applicant documentation to ensure all required information is received and properly recorded.

Complete resident screening, fraud prevention checks, and approval workflows in accordance with company standards.

Ensure assigned applications are fully processed within the required 48 business-hour timeframe to support onsite teams in rolling move-in dates.

Prepare, issue, and track lease documents for approved applications, ensuring proper execution and documentation.

Complete employee move-ins when assigned, including execution of employee lease addendums and required documentation.

Maintain clear, accurate, and timely communication with onsite property teams regarding application status, approvals, denials, conditions, and next steps.

Enter detailed application notes and property communications within the PMS and application software to ensure transparency, continuity, and audit readiness.

Adhere to all documentation, recordkeeping, and file audit standards prior to lease execution.

Escalate complex screening scenarios, discrepancies, compliance concerns, or exceptions to the Resident Screening Manager for review and direction.

Respond to application-related questions from onsite teams and internal departments in a timely and professional manner.

Support reporting, audits, and administrative requests as assigned.

Carry out other duties as assigned by leadership to support the company's application processing standards, compliance requirements, and occupancy goals.

EDUCATION, EXPERIENCE, AND SKILLS

Demonstrated passion for customer service.
Strong interpersonal skills with a customer-focused mindset.
Strong verbal and written communication skills.
One (1) year or more years in a customer service, sales, or customer facing role.
Demonstrated ability to exercise independent judgment, especially in prospect communication, problem-solving, and reporting.
Be a self-starter with a proactive, solutions-driven mindset to address concerns and effectively implement next steps with limited supervision.
Proficiency in…