Assistant Director of Leasing and Marketing

Apply Here

Pomona, CA

Job Title: Assistant Director of Leasing and Marketing

Location: The Daumier at Western University of Health Sciences

Reports to: Director of Operations

Salary: $45,000 annually, unfurnished apartment, competitive benefits package

FLSA Status: Exempt 

Summary

The Assistant Director is a live-in position who works within a residential community to carry out Western University of Health Sciences and COCM’s mission, vision, and values. The primary responsibilities of the Assistant Director of Leasing & Marketing is to guide current/future WesternU students through the leasing process and create a community which supports academic achievement, independence, and civility.

The Assistant Director’s responsibilities require a combination of managerial and interpersonal skills aimed at developing a thriving educational environment. The AD works collaboratively with the on-site management team in marketing and leasing efforts, residential programming, and management of resident accounts.

Essential Duties and Responsibilities

Marketing

  • Coordinate marketing promotions including, but not limited to, email/e-blasts, print ads, internet ads, and social media.
  • Collaborate with management to update and maintain website.
  • Design, update, and maintain signage.
  • Attend promotional and community events.
  • Assist Director in collecting data for weekly, monthly, and annual reports.

Rental Management

  • Organize and conduct tours of the community.
  • Answer questions regarding the leasing process.
  • Oversee distribution of all marketing materials for the community through University Open Houses, Preview Days, Orientations, and other planned University events.
  • Monitor renewals. Distribute and follow-up on renewal notices.
  • Participate in outreach marketing activities on a regular basis to obtain prospective residents.
  • Assist in placing, removing/updating banners, balloons, bandit signs, flags, etc.
  • Distribute notices, updates, and communication to residents as necessary.
  • Assist in monitoring social media platforms for the community and other competitors.
  • Maintain and Audit copies of leasing documents.
  • Check residents in and out of apartments and manage appropriate paperwork.
  • Performs any additional duties assigned by the Director.

Leasing

  • Maintain a professional, yet friendly atmosphere in the leasing offices and other areas where prospective residents and current residents meet.
  • Inspect “market ready” vacancies daily to ensure cleanliness and submit work orders, as needed, to maintenance staff.
  • Open and close the model(s) daily, ensuring it/they are ready to show each morning and fully closed each evening.
  • Answer incoming phone calls and handle each call accordingly, whether it is a client call, irate resident, service request, etc.
  • Greet prospective residents, qualify, determine needs and preferences, and professionally present community while communicating features and benefits.
  • Maintain awareness of local market conditions and trends. Contribute ideas to the Director for marketing the community and for improving resident satisfaction. Conduct market surveys and shop competitive communities.
  • Occasionally perform external market outreach at nearby businesses, organizations, etc.
  • Demonstrate community and apartment/model and applies product knowledge to clients’ needs by communicating the features and benefits; closes the sale.
  • Request and pursue new applications. Accept, process, and file applications.
  • Maintain rosters with application and resident data.
  • Follow up with prospective residents in a timely fashion.
  • Secure new resident signature(s) on appropriate paperwork before move-in. Orient new residents to the community.
  • Oversee all aspects of the contract process, handle contract preparations mailings, and filing.
  • Assist with application and contract audits.
  • Answer questions about the Occupancy Agreement/leases & living in the community.

Resident Retention

  • Handle telephone inquiries and in-person visits. Listens to resident requests, concerns, and comments.
  • Enters maintenance service requests and informs the maintenance team of items needing prompt attention.
  • Answers questions for residents about community, repairs, rent, rules, etc. Follows up if unable to respond to residents on all matters, and/or informs Director.
  • Maintain open communication with management team.
  • Contribute to cleanliness and curb appeal of the community on continuing basis.
  • Assist in planning resident functions and encourages resident interactions. Attend functions and participates as host for any functions as directed by the Director.
  • Provides legendary customer service to aid in resident retention goals as well as ensure superior follow-up to achieve the leasing goals of the property.
  • Office Administration
  • Check, reply, and forward e-mails received.
  • Maintain and use office equipment as needed: fax, phone, postage, copier, scanner, and computer.
  • Perform clerical duties as needed: filing, photocopying, collating, etc.
  • Manage work orders: write requests, and forward as needed, etc.
  • Maintain/update office documents such as resident floor chart roster, publication forms,
  • Be a customer service representative of the community.
  • Consult with a supervisor before discussing community-related issues with the press (University, local, or national).
  • Other duties as assigned

Accounting

  • Assist in the collection of resident payments, including issuing receipts, completion of daily deposits and batch work.
  • Coordinate data entry of receipts and charges to student accounts.
  • Coordinate all mailings to residents, such as contracts, arrival information, cancellation, reminders, collection notices etc.
  • Maintain/update office documents such as resident roster, publication forms, rent roll etc.
  • Work with maintenance staff to maintain a list of building damages. Create and send invoices for students and process payments for the charges.
  • Coordinate, with the Director, the daily deposits of accounts receivable.
  • Provide accurate records with regards to past due accounts and assist in the collection of past due.
  • Update Rent Roll report as needed.
  • Notify Director of any change in occupancy or assignments.
  • Coordinate and maintain records for any University sponsored short stay units.
  • General filing and office duties.
  • Track all lockouts and process charges for all lock changes and lost keys.
  • Other duties as assigned.

Residence Life:

  • Supervise Community Assistant (CA) team and oversee programming
  • Serve in the professional staff on-call duty rotation as needed.
  • This position requires on-site residency in a provided apartment to assist with afterhours emergencies.

Supervisory Responsibilities:

  • Carry out supervisory responsibilities in accordance with standard policies including:
  • Assisting with interviewing, hiring, and training new CA staff as directed by the Director.
  • Serving as the immediate supervisor to the Office Coordinator & Resident Accounts Coordinator.
  • Planning, assigning, and directing work as appropriate, appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Work Hours:
In addition to regular work schedule, this position requires night and weekend activities. The position occasionally requires beyond 40 hours of work per week. The Assistant Director is available by cell phone unless arrangements are made with a supervisor.

Work Environment:
The noise level in the work environment is usually moderate. The environment is in a climate-controlled office, however, on rare occasions it may be required for work to be performed outside in all temperatures and weather conditions.

Physical Demands:
While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to walk, climb stairs, and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience Required:

  • Bachelor’s degree and previous student housing leasing and marketing experience preferred.
  • Ability to support and contribute to community team.
  • Strong oral and written communication skills.
  • Must be able to operate a multi-line telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, and community software.
  • A positive attitude and the ability to smile under all circumstances.
  • Willingness to participate in training to comply with new or existing laws.
  • Ability to work a flexible schedule, including evenings and weekends.
  • Neat, clean, and professional at all times throughout the workday and/or whenever present in the community.
  • Comply with expectations as demonstrated in the employee handbook.
  • Demonstrate the ability to diffuse and respond to customer concerns to avoid escalation of the problem.

Skills Required:

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Language Skills – Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
  • Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
  • Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, and Outlook.
  • Other Skills and Abilities – Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and computer skills.

Other Information

Compensation:

  • $45,000 annually
  • Unfurnished apartment
  • Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K

Applicants must be able to pass a pre-employment background check and drug screening. 

If you are unable to apply because of incompatible assistive technology or a disability, please contact recruitment@cocm.com. We will make every effort to respond to your request for assistance as soon as possible. 

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.