Leasing Assistant

Leasing Assistant

MDHA serves Nashville and Davidson County. The mission of MDHA is to create quality affordable housing opportunities, support neighborhoods, strengthen communities, and help build a greater Nashville.

MDHA employs over 300 staff members, has a budget of $200 million, and houses approximately 30,000 people, primarily through nearly 8,000 Section 8 Vouchers and over 6,800 apartments, which are mainly Project-Based Rental Assistance (PBRA) units, at 39 properties. MDHA is a housing authority, a community development agency, and a redevelopment agency.

Position Summary

The Leasing Assistant is responsible for providing general administrative support, customer service, clerical, general accounting and leasing duties of a property management company.

Key Duties and Responsibilities

• Assists in the admission process for residency at property sites.
• Prepares and maintains complete resident files.
• Interviews and assists residents in the leasing and re-examination process.
• Accurately charge and post rent payments and other charges; collect delinquent rents and reconcile accounting files daily.
• Accurately calculate rent, late fees, and other charges and posts to residents' accounts.
• Answer telephone calls and handles residents' complaints and requests in a courteous and professional manner.
• Prepares invoices and receipts to tenants.
• Distributes accurate information on rental policies and procedures in person, over the telephone or electronically.
• Accepts rental payments and immediately process after verifying balance on tenant ledger.
• Demonstrate full knowledge of application information, screening process, and policies and procedures regarding rental of apartments.
• Prepares leases and related admission records.
• Articulate clearly when explaining leases and other MDHA policies and procedures to applicants as well as existing tenants.
• Prepares annual and other reexaminations.
• Schedule move-in/move-out inspections; make-ready unit inspections, and follow-up with maintenance staff.
• Demonstrate accuracy and attention to detail when communicating orally and in writing.
• Issue/monitor issuance of recertification notices to tenants on a timely basis (120/90/60/30 days).
• Input work orders, perform call back to tenants prior to closing them.
• Demonstrate proficiency with Yardi software and be knowledgeable with modules provided in share point.
• Demonstrate proficiency with HUD Handbook 4350.3 Rev-1 (Occupancy Handbook).
• Maintains a professional appearance and attitude.
• Prepare fiscal and management reports.
• Assist the property manager in procurement purchases and vendor information, order office supplies and maintain office spending budget.
• Other duties as assigned.

Knowledge, Skills, and Abilities Required

Interpersonal Skills: Ability to establish working relationships with property managers, service partners and low-income residents; ability to perform general clerical duties; ability to be accurate and detail oriented, ability to handle multiple tasks; ability to plan and organize work, follow policies and procedures.

Technical Expertise: Knowledge of the principals and practices of property management and federal, state and local laws and regulations governing housing operations as outlined in HUD 4350 handbook; knowledge of general accounting, budgeting and procurement policies and practices; ability to make good decisions; ability to follow policies and procedures, meet deadlines, ability to maintain courteous communications with residents, applicants and the general public, ability to learn and input data in Yardi software.

Resilience: Willingness, mental and physical ability to perform the duties involved in this classification. Ability to perform work with or without accommodation requires sitting, standing, and walking, dexterity of hands and clarity of vision, speech and hearing and powers of observation; other physical duties as required.

Financial Knowledge: Ability to perform general accounting and rent calculations

Education, Experience & Other Requirements: Two years of college education plus two (2) years of experience in property management, leasing or apartment rental or a related area. Or a combination of education and experience that meets the KSA for this position. Valid Tennessee driver's license, Certified Occupancy Specialist (COS) certification required after two years of employment.