Collections Specialist

Description POSITION: Collections & Leasing Specialist FLSA: Exempt DEPARTMENT: Multi-Family Position Summary Reporting to the Property Manager, the YMP REM Collections & Leasing Specialist is a dual-function, on-site role responsible for rent collections, delinquency resolution, and leasing activities at an assigned Class C multifamily community that includes workforce housing and Section 8 Housing Choice Voucher units. This position serves as a primary point of contact across the resident lifecycle, from applicant screening through move-out, balancing financial accountability with a high standard of customer service. The Collections & Leasing Specialist is equivalent to what is commonly known in the industry as an Assistant Property Manager, and serves as a key support role to the Property Manager in the daily operations of the community. General Responsibilities Collections & Accounts Receivable Manage rent collections and accounts receivable for the assigned Class C and workforce housing community. Analyze delinquent resident accounts and prepare reports identifying high-risk balances. Monitor aging reports and collection activity, coordinating next steps with the Property Manager. Reconcile resident ledgers and transactions to ensure accurate account balances. Process rent credits, adjustments, and corrections in accordance with company policy and program guidelines. Research and assess late fees, charges, and account discrepancies; distribute late notices in accordance with company policy. Negotiate and document payment arrangements with residents within company and program requirements. Follow consistent collection practices, including regular communication with delinquent residents and, when necessary, filing notices to vacate and supporting eviction proceedings. Generate and send out 3-day notices to delinquent residents in a timely manner, in accordance with company policy and state law. Prepare and submit evictions on a monthly, timely basis for residents who remain delinquent after the notice period. Maintain complete and accurate documentation of all collection activity in the property management system. Move-Outs & Unit Turnover Complete move-out dispositions accurately and within required timeframes, including itemized accounting of security deposits, damages, and charges in compliance with state law and company policy. Ensure that pictures are taken and documented before and after every move-in and move-out to protect the community and resident against damage disputes. Walk vacant units regularly to monitor make-ready status, unit condition, and overall curb appeal, generating work orders as needed. Coordinate with maintenance to ensure vacant units are turned and rent-ready in a timely manner. Leasing & Eligibility Processing Conduct leasing activities for the community, including tours (in-person and virtual) and prospect follow-up to drive application completion. Collect, review, and verify applicant documentation related to income, assets, and household composition. Qualify applicants in accordance with Section 8 Housing Choice Voucher, workforce housing, and other applicable program requirements. Manage the Section 8 Housing Choice Voucher process at the property, including tenant certifications, annual and interim recertifications, HAP contract renewals, and coordination with local Housing Authorities. Prepare, execute, and clearly explain lease agreements and addenda to residents. Coordinate move-ins, unit assignments, and file completion. Support lease renewals and transfers, proactively working to retain residents at lease expiration. Resident Relations & Customer Service Serve as a primary point of contact for residents and applicants regarding leasing, rent, and program questions. Respond promptly and professionally to resident concerns, complaints, and service requests, escalating to the Property Manager as needed. Clearly explain rent calculations, program rules, and payment expectations in an empathetic and professional manner. Protect the confidentiality of resident personal and financial information at all times. Month-End Process & Reporting Complete the month-end process accurately and on schedule, including rent roll review, delinquency reporting, and move-in/move-out reconciliation. Understand Gross Potential Rent (GPR) and the impact of renewals, move-ins, and move-outs on the property's financials, and accurately reflect these transactions in Yardi during the month-end pre-close process. Prepare and distribute regular reports related to collections, leasing activity, and delinquency to the Property Manager. Maintain organized, audit-ready resident and applicant files, and assist during agency audits, file reviews, and compliance reporting. Ownership Engagement Work closely with and communicate regularly to an engaged ownership group that is heavily involved in day-to-day operations, providing accurate and timely updates on collections, leasing, and property performance. Support frequent ownership site visits, ensuring the community, resident files, and financial records are prepared and audit-ready at all times. Compliance Ensure all leasing and collection activities comply with Fair Housing, Section 8, and local landlord-tenant regulations. Identify accounts or tenancy issues requiring escalation, notices, or legal referral, and coordinate with the Property Manager and compliance teams as necessary. Serve as backup for Property Manager duties as needed, and perform other duties as necessary. WORKING CONDITIONS AND 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 of the job. The noise level in the work environment is usually moderate. Requirements QUALIFICATIONS & EDUCATION 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. Minimum of 2+ years of experience in property management, leasing, or collections, ideally at a Class C or workforce housing community. High school diploma required; education in Accounting, Finance, Business Administration, or a related field is a plus. Experience with the Section 8 Housing Choice Voucher process, including tenant certifications/recertifications, HAP contracts, and coordination with local Housing Authorities. Working knowledge of income-qualified and workforce housing requirements. Strong customer service, negotiation, and communication skills. Computer savvy, with proficiency in Microsoft Office (Word, Excel, Outlook, Teams). Experience with property management software such as Yardi, MRI, OneSite, hands-on experience with Yardi Voyager 8 required. Ability to understand Gross Potential Rent (GPR) and the impact of renewals, move-ins, and move-outs on month-end pre-close, and to accurately reflect these transactions in Yardi. Ability to work closely and communicate effectively with an engaged ownership group heavily involved in operations, including supporting frequent ownership site visits. Ability to manage multiple priorities while maintaining detailed, accurate records. Knowledge of landlord-tenant and eviction laws is a plus. Bilingual (Spanish/English) is a plus. Valid driver's license and reliable transportation preferred. A strong and effective communicator, both written and verbal, with the ability to interact professionally with residents, staff, and the Property Manager. LANGUAGE ABILITY Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, ownership, investors, clients, customers, and the general public. MATH ABILITY Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area. Understand basic accounting principles and be able to read and interpret basic financial statements. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables simultaneously. 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. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. This is a primarily on site position at the assigned community, with occasional local travel required to visit the corporate office, attend meetings, or conduct market surveys. #J-18808-Ljbffr