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Urban Land Interests · 6 days ago

Residential Administrative Coordinator

Madison, WI

Full-time

Onsite

Entry Level

$21/hr - $23/hr

1+ years exp

Urban Land Interests is seeking a Residential Administrative Coordinator to provide day-to-day administrative support for the Residential Department. The role involves managing lease documents, assisting with resident inquiries, and maintaining property records while ensuring compliance with company policies.

Property DevelopmentProperty ManagementReal Estate

Responsibilities

Create and ensure accuracy of all lease documents

Set up utilities including internet for incoming or transferring residents

Assist Accounting with identifying any amounts to be billed back for resident utilities (MG&E Billbacks)

Maintain and ensure accuracy of the property availability board. Save weekly copies of the availability board

Develop strong rapport through quality customer service and effective communication while enforcing company and community policies

Ensure that all resident requests are entered within work order system. Communicate with maintenance team and Property Managers of any emergency work orders that are received

Create monthly turn work orders based on apartment availability

Resolve all resident issues/concerns to best of your ability while following company policy

Track Resident Referrals, create and forward invoices to Accounting department

Assist in completion of move-ins/move-outs, giving special attention to apartment inspection reports. Relay accurate charges to Property Managers in order for security deposit requisitions to be completed by state code deadline

Ensure that resident files are complete and maintained per company procedure. This includes all resident data within Yardi as well as end of year filing

Assists Property Managers and Leasing Professionals, when necessary, in implementing and designing a resident retention program to include newsletters, signage, social media posts, resident referral incentive, and resident events

Responsible for reporting any unusual, extraordinary circumstances regarding the residents or properties to Property Manager

Send weekly surveys for work order feedback

Assist Property Managers and Leasing to ensure apartments are move in and tour ready

Distribute mail and file insurance certificates weekly

Assist in Leasing efforts by answering prospective resident calls or emails, responding to questions, setting appointments and leading apartment tours

Be available to lead and assist with open houses

Ensure accuracy and completion of prospect rental applications. Assist Property Managers with the processing of prospect applications when needed

Assist leasing in conducting shopping competition to apprise Residential Director of current market conditions when necessary

Input and maintain accurate and up to date demographic information

Update ULI.com with current apartment availability

Assisting leasing with Matterport virtual tours and videos of apartments when needed

Instill and demonstrate the Mission, Vision, and Values of Urban Land Interests to all employees, residents, and vendors

Follow and ensure compliance of all Fair Housing laws

Assist ULI front desk staff with calls or visitors for other departments as needed

Help ensure office is tidy and organized. Assist with printing and filing needs of other team members. Ensure keys are returned to locked boxes and are kept organized when needed

Maintain accurate records within payroll system

Update and distribute residential contact lists with employee changes to front line staff (Commercial and front desk) and residential team

Demonstrate thorough knowledge and ensure compliance with company policies and procedures

Report accidents and emergency situations to the Residential Director in a timely manner

Attend all scheduled meetings. Take Residential meeting minutes and save copies in shared folder

Encouraged to seek educational opportunities and self-improvement for personal growth and development to be discussed with Residential Director

Maintain a positive working relationship within the community, with employees, owners, vendors and outside agencies to help positively promote Urban Land Interests

Perform other duties which may be required to ensure economic success of Urban Land Interests as necessary