LEASE OPERATIONS SPECIALIST

Overview

The Lease Operations Specialist is responsible for supporting accurate timely and consistent lease administration across the portfolio. This role processes tenancy applications lease renewals affordable program certifications waiting list activity move-in and recertification documentation signature collection and tenant file creation. The position partners closely with property teams compliance leasing and operations to support occupancy resident experience regulatory requirements and audit-ready documentation.

Application Processing

• Process tenancy applications in accordance with company procedures program requirements screening standards and applicable leasing timelines.
• Review applications for completeness accuracy required documentation signatures fees and supporting information.
• Communicate with applicants site teams and internal partners regarding missing items status updates qualification requirements and next steps.
• Track application status pending documentation approval conditions denials cancellations and move-in readiness items in applicable systems.
• Identify and escalate application concerns exceptions urgent move-in risks screening questions or documentation inconsistencies to the appropriate manager or compliance partner.

Affordable Program Certifications

• Prepare process and maintain affordable program certifications including initial move-in annual and interim certifications.
• Collect review and track required household income asset student status and program documentation needed to complete certification files.
• Prepare certification forms verification requests calculation support resident notices and other required documents in accordance with program requirements and company standards.
• Monitor certification deadlines and proactively follow up with residents applicants site teams and third parties to reduce delinquency and file aging.
• Identify and escalate certification issues missing documentation household changes calculation concerns or program eligibility questions to the appropriate manager or compliance partner.

Waiting List Management

• Maintain assigned waiting lists in accordance with company procedures property requirements and applicable affordable housing program requirements.
• Assign applicants from waiting lists based on established eligibility preference unit availability and assignment procedures.
• Monitor waiting list activity applicant status unit availability and program demand to support timely and accurate applicant placement.
• Communicate with leadership and property teams when waiting lists need to be opened closed updated or reviewed based on occupancy needs applicant volume and program requirements.
• Maintain accurate waiting list documentation status updates applicant communication records and audit-ready support files.

Move-In Recertification & Renewal Documentation

• Prepare move-in documents lease documents recertification packets renewal documents notices addenda and related forms as assigned.
• Coordinate document routing signature collection completion tracking and follow-up with applicants residents property teams and internal stakeholders.
• Review completed documents for accuracy completeness required signatures dates attachments and consistency with approved terms or certification outcomes.
• Support move-in readiness by confirming required documents payments approvals certifications and file components are completed prior to move-in or key release.
• Support renewal and recertification workflows by preparing documentation tracking due dates communicating missing items and updating status reports.

Tenant File Creation & Record Management

• Create and maintain tenant files in accordance with company standards regulatory requirements and document retention procedures.
• Ensure move-in renewal recertification and affordable certification documents are accurately organized saved and filed in the appropriate system.
• Maintain file accuracy and audit readiness by regularly reviewing documents for missing information outdated forms incomplete signatures or inconsistent records.
• Protect confidential applicant resident financial and household information in accordance with company policy and privacy expectations.

Communication & Cross-Functional Coordination

• Serve as a centralized point of coordination for application renewal certification waiting list and tenant file status questions.
• Communicate clearly and professionally with applicants residents property teams compliance partners leasing teams and operations leadership.
• Provide timely updates on queue status aging items deadline risks and documentation issues.
• Partner with site teams to resolve move-in renewal recertification and applicant assignment questions efficiently.
• Support continuous improvement by identifying workflow gaps recurring documentation issues training needs and process improvement opportunities.

Quality Accuracy & Compliance Support

• Follow established SOPs checklists and quality standards to ensure consistent processing and documentation practices.
• Complete work with a high degree of accuracy attention to detail timeliness and confidentiality.
• Participate in file reviews quality control checks audit preparation training and process calibration activities as assigned.
• Maintain working knowledge of applicable lease administration processes affordable program requirements Fair Housing expectations and company policies.

• High school diploma or equivalent required.
• Experience in multifamily property management lease administration affordable housing leasing customer service and administrative processing preferred.
• Experience preparing lease renewal move-in recertification and tenant file documentation.
• Strong attention to detail and ability to manage high-volume documentation with accuracy.
• Ability to prioritize competing deadlines manage queues and follow established service level expectations.
• Strong written and verbal communication skills with a customer-focused and professional approach.
• Ability to interpret procedures follow checklists and apply consistent documentation standards.
• Strong organizational skills and ability to maintain accurate audit-ready records.
• Ability to work collaboratively.
• Ability to handle sensitive personal financial and household information with confidentiality.
• Problem-solving mindset with the ability to identify issues escalate appropriately and recommend process improvements.
• Proficiency with Yardi Property Management Software preferred.
• Proficiency with Microsoft Office Excel Word SharePoint and Outlook.
• Must have and maintain a valid Drivers License.
• Minimum travel.
• Must be able to read and comprehend the English language.
• Fluent in Spanish is a plus.

Application Processing

• Process tenancy applications in accordance with company procedures program requirements screening standards and applicable leasing timelines.
• Review applications for completeness accuracy required documentation signatures fees and supporting information.
• Communicate with applicants site teams and internal partners regarding missing items status updates qualification requirements and next steps.
• Track application status pending documentation approval conditions denials cancellations and move-in readiness items in applicable systems.
• Identify and escalate application concerns exceptions urgent move-in risks screening questions or documentation inconsistencies to the appropriate manager or compliance partner.

Affordable Program Certifications

• Prepare process and maintain affordable program certifications including initial move-in annual and interim certifications.
• Collect review and track required household income asset student status and program documentation needed to complete certification files.
• Prepare certification forms verification requests calculation support resident notices and other required documents in accordance with program requirements and company standards.
• Monitor certification deadlines and proactively follow up with residents applicants site teams and third parties to reduce delinquency and file aging.
• Identify and escalate certification issues missing documentation household changes calculation concerns or program eligibility questions to the appropriate manager or compliance partner.

Waiting List Management

• Maintain assigned waiting lists in accordance with company procedures property requirements and applicable affordable housing program requirements.
• Assign applicants from waiting lists based on established eligibility preference unit availability and assignment procedures.
• Monitor waiting list activity applicant status unit availability and program demand to support timely and accurate applicant placement.
• Communicate with leadership and property teams when waiting lists need to be opened closed updated or reviewed based on occupancy needs applicant volume and program requirements.
• Maintain accurate waiting list documentation status updates applicant communication records and audit-ready support files.

Move-In Recertification & Renewal Documentation

• Prepare move-in documents lease documents recertification packets renewal documents notices addenda and related forms as assigned.
• Coordinate document routing signature collection completion tracking and follow-up with applicants residents property teams and internal stakeholders.
• Review completed documents for accuracy completeness required signatures dates attachments and consistency with approved terms or certification outcomes.
• Support move-in readiness by confirming required documents payments approvals certifications and file components are completed prior to move-in or key release.
• Support renewal and recertification workflows by preparing documentation tracking due dates communicating missing items and updating status reports.

Tenant File Creation & Record Management

• Create and maintain tenant files in accordance with company standards regulatory requirements and document retention procedures.
• Ensure move-in renewal recertification and affordable certification documents are accurately organized saved and filed in the appropriate system.
• Maintain file accuracy and audit readiness by regularly reviewing documents for missing information outdated forms incomplete signatures or inconsistent records.
• Protect confidential applicant resident financial and household information in accordance with company policy and privacy expectations.

Communication & Cross-Functional Coordination

• Serve as a centralized point of coordination for application renewal certification waiting list and tenant file status questions.
• Communicate clearly and professionally with applicants residents property teams compliance partners leasing teams and operations leadership.
• Provide timely updates on queue status aging items deadline risks and documentation issues.
• Partner with site teams to resolve move-in renewal recertification and applicant assignment questions efficiently.
• Support continuous improvement by identifying workflow gaps recurring documentation issues training needs and process improvement opportunities.

Quality Accuracy & Compliance Support

• Follow established SOPs checklists and quality standards to ensure consistent processing and documentation practices.
• Complete work with a high degree of accuracy attention to detail timeliness and confidentiality.
• Participate in file reviews quality control checks audit preparation training and process calibration activities as assigned.
• Maintain working knowledge of applicable lease administration processes affordable program requirements Fair Housing expectations and company policies.

• High school diploma or equivalent required.
• Experience in multifamily property management lease administration affordable housing leasing customer service and administrative processing preferred.
• Experience preparing lease renewal move-in recertification and tenant file documentation.
• Strong attention to detail and ability to manage high-volume documentation with accuracy.
• Ability to prioritize competing deadlines manage queues and follow established service level expectations.
• Strong written and verbal communication skills with a customer-focused and professional approach.
• Ability to interpret procedures follow checklists and apply consistent documentation standards.
• Strong organizational skills and ability to maintain accurate audit-ready records.
• Ability to work collaboratively.
• Ability to handle sensitive personal financial and household information with confidentiality.
• Problem-solving mindset with the ability to identify issues escalate appropriately and recommend process improvements.
• Proficiency with Yardi Property Management Software preferred.
• Proficiency with Microsoft Office Excel Word SharePoint and Outlook.
• Must have and maintain a valid Drivers License.
• Minimum travel.
• Must be able to read and comprehend the English language.
• Fluent in Spanish is a plus.

Required Experience:

IC