Leasing Coordinator

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Catonsville, MD

Job Title: Leasing Coordinator

Location: Walker Avenue Apartments at University of Maryland Baltimore County

Reports to: General Manager

Salary: $22.00-$25.00 per hour and Competitive benefits package.

FLSA Status: Non-Exempt

Summary

In collaboration with UMBC’s Residential Life Department, the Licensing Coordinator is responsible for implementing the licensing process, roommate assignments, and marketing.  Serve as a representative of Walker Avenue Apartments at Open Houses and University events.  Manage accounts payable for Walker Avenue Apartments.  This position requires the staff member to work from the office and serve in an on-call duty rotation.

Essential Duties and Responsibilities

Marketing and Licensing

  • Ensures supplies are ordered and received well in advance of peak periods.
  • Attends on-campus marketing events, representing Residential Life and Walker Avenue Apartments.
  • Updates the show room each season to ensure it is available for viewing during licensing periods.
  • Ensures that marketing photos and floor plans are up to date and posted to the website. 
  • Updates electronic licensing documents each term.
  • Ensures current licensing materials are posted on website during licensing periods.
  • Ensures forms are updated in e-sign and databases for completion tracking.
  • Participates in Residential Life Housing Selection Committee, Gender Inclusive Assignment Committee, and Marketing Committees. 
  • Assists with license signing via University database and e-signature programs, as well as ensures resident paper files are completed and up to date.
  • Coordinates assignments of students; facilitates room changes (approved by Residential Life).
  • Works with Residential Life, ELI, Athletics and Graduate School to obtain approvals for Walker Applicants.
  • Creates License Records in Walker database as well as UMBC database. 
  • Ensures pertinent required information is data entered in both databases.
  • Ensure historical records are kept and maintained regarding significant licensing trends and indicators, as required by UMBC, Capstone, and MEDCO.
  • Completes market surveys as well as annual marketing plan to convey understanding of the local market to UMBC and Owner. 
  • Works closely with the Maintenance Supervisor to create a turn schedule.
  • Assists with notification to residents regarding turn cleaning/painting and inspection of apartments during turnover periods.
  • Assists with visual inspection of apartments during turn periods to ensure assigned spaces are ready for occupancy.  
  • Updates make-ready process in database to document punch list and apartment readiness.

Accounts Receivables:

  • Creates accounts in databases in accordance with license type; ensures all necessary fields are correctly entered.
  • Receives payments and issues receipts.
  • Ensures license payments are correctly keyed into the database.

Accounts Payables:

  • Ensures that all invoices are promptly processed and paid to vendors once approved by General Manager.
  • Works with General Manager when there is a credit balance on a vendor account (to determine appropriate action).
  • Collects and processes necessary paperwork for Vendor Setup.
  • Sends paperwork to home office, creates vendor file, and vendor record in databases.
  • Maintains vendor files to keep them current and compliant with COCM and Owner document retention standards:
  • Scan contracts with vendors into shared drive for annual MEDCO report.
  • Track and maintain up-to-date Workers’ Compensation and Liability Insurance documentation for each vendor, where applicable.
  • Responsible for ensuring file audits are completed in timely manner.
  • Track and update Furniture, Fixtures, and Equipment records in company database, as required by Capstone and Owner documentation standards.
  • Track and update utility expense records on a quarterly basis, as bills are received and processed from the University.
  • Assist with research regarding vendor service contract rate changes during the budget creation process.

Customer Service:

  • Helps to answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
  • Answers questions about organization and provides callers with address, directions, and other information.
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Assists with package logging and delivery to residents in the office as necessary.
  • Assists with resident lock-outs and access control updates in the office as necessary.

Emergency Response:

  • Serve in the management duty rotation, which requires on-site response within 30 minutes of being contacted if response is needed.

Miscellaneous:

  • Performs other clerical duties as needed.
  • Other duties as assigned.
  • Some evenings and weekends are required.

Work Hours:
In-person office hours are generally 9:00am- 5:00pm Monday-Friday. Some nights and weekends may be required. Serve on a management on-call duty rotation.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. 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 35 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/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.

  • High school diploma or general education degree (GED) is required. Bachelor’s degree preferred.
  • 2-3 years’ clerical experience.
  • Ability to demonstrate working knowledge of the needs of students in a University housing setting.
  • Demonstrated understanding and strong commitment to cultural diversity.
  • Strong written and verbal communication skills.
  • Excellent organizational skills and attention to detail.
  • Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • Capable of working independently while also thriving in a collaborative team setting.
  • Experience with crisis management and participation in on-call rotations.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and student housing / property management software.
  • Ability to move and lift to 35 pounds.


Other Information

Hourly pay rate commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. 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.