Leasing Coordinator

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Catonsville, MD, US

Job Title: Leasing Coordinator

Location: Walker Avenue Apartments at University of Maryland Baltimore County 

Reports to: General Manager

Salary: $22.00 per hour and Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

FLSA Status: Non-Exempt

Summary

Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, is a group of student housing professionals focused exclusively on the management of housing communities owned by non-profits and/or highly affiliated with a university. 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.

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 electronic licensing documents each term.
  • Ensures current licensing materials are posted on the website during licensing periods.
  • Ensures forms are updated in Excel spreadsheet tracking.
  • Participates in Residential Life Housing Selection Committee, Gender Neutral 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 new 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. 
    1. Ensures pertinent required information is data entered in both databases.
    2. Ensure historical records are kept and maintained regarding significant licensing trends and indicators, as required by UMBC, Capstone, and MEDCO.
  • 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 a visual inspection of apartments during turn periods to ensure assigned spaces are ready for occupancy.

Accounts Receivable

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

Accounts Payable

  • 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.
    1. Sends paperwork to the home office, creates vendor files, and vendor records in databases.
  • Maintains vendor files to keep them current and compliant with Capstone and Owner document retention standards:
    1. Scan contracts with vendors into shared drive for annual MEDCO report.
    2. Track and maintain up-to-date Workman’s Compensation and Liability Insurance documentation for each vendor, where applicable.
    3. Responsible for ensuring file audits are completed in a timely manner.
  • Track and update Furniture, Fixtures, and Equipment records in the 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 the purpose of callers, and forwards calls to appropriate personnel or department.
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel is unavailable.
  • Answers questions about the organization and provides callers with addresses, directions, and other information.
  • Welcomes on-site visitors determines the 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 lockouts in the office, as necessary.

Miscellaneous

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

Work Hours:
Monday-Friday 8:00 am – 5:00 pm.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment 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 10 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:
High school diploma or general education degree (GED) and two to three years’ clerical experience.  Ability to demonstrate working knowledge of the needs of students in a university housing setting.  Bachelor’s degree preferred.

Skills Required:

  • 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.
  • Ability to add, subtract, multiply, and divide into 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.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
  • To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, and Outlook. The candidate should have the ability to quickly learn and implement new software.
  • Ability to operate basic office equipment including photocopier, fax, and telephone.  Basic typing and filing skills.

Other Information

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 submit an application 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.