Operation Support Specialist

Day to day functions included, but not limited to:

1. Lease Creation:
2. Guide applicants for residency, and renewing residents at our apartment communities beginning with the leasing process with templated emails and text messages within the Company’s CRM. Our goal is providing a high-touch, high-quality experience that encourages the selection of value-added services and amenities, and ensuring strong resident connections with our Company and brand.
3. Accurately and efficiently create new residential leases for future and renewing residents based on data provided by applicants and onsite teams in our electronic lease platform, and choices made by the future resident in the pre-move in process.
4. Collaborate with onsite teams to ensure leases adhere to Company policies, industry standards, and governmental laws and regulations.
5. Transmit lease documents for electronic signature by applicants and use templated follow up within the Company’s CRM to ensure timely execution.
6. Maintain accurate records of resident transactions and agreements in Company database and document management systems.
7. 2. Move-Out Deposit Accounting:
8. Collect photographic, video, and written documentation from onsite teams regarding the condition of apartments after a resident moves out to support any charges or deductions from resident security deposits and calculate those charges using Company-provided worksheets and formulas.
9. Using Company worksheets and provided formulas, evaluate former resident compliance with lease terms, such as required notices, move out dates, length of lease, etc. to calculate any non-damage related credits, charges, or deductions from the resident security deposit.
10. Book entries for credits or debits associated with these records in Company ERP (Yardi Elevate) and produce post-move out final resident account statements in a timely manner, accurately reflecting resident deposits, credits and debits based on provided data and in compliance with Company policies and legal requirements.
11. Use templated communications within Company CRM to communicate with former residents and onsite teams regarding deposit returns, providing clear explanations and support for deductions.
12. Support 3rd party collection agencies in their attempts to collect past-due balances by providing additional documentation and support regarding charges as needed and upon request.
13. Support administration of lease deposit insurance programs as needed and upon request.
14. 3. Record Keeping:
15. Maintain organized and up to date records in Microsoft Excel, the Company CRM, and the Company document management systems for reference and auditing purposes.
16. Assist in preparing reports related to lease activity and deposit accounting.
17. 4. Collaboration:
18. Work closely with onsite teams, other members of the Operations Department, the Accounting Department, and other departments, as needed, to ensure seamless resident onboarding, renewals, lease document management and accurate bookkeeping practices.
19. Communicate effectively with the Operations Support Manager and other team members to understand software and record-keeping requirements.
20. Collaborate with other Operations team members to prioritize tasks and meet recurring schedules and project deadlines.
21. Assist in other administrative tasks assigned.
22. Adhere to privacy and security regulations, maintaining confidentiality of sensitive information.
23. Perform data verification and validation to ensure accuracy and completeness.
24. Identify and rectify errors in datasets through data cleansing and quality improvement processes.