Description

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's leading property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us. Job Responsibilities Reporting to the Director, the Leasing Agent carries out the administration and execution of the day-to-day leasing services and strategies in all assigned residential property enterprises. The Leasing Agent is a highly responsible individual who enjoys a variety of tasks all while ensuring a high level of customer service is maintained at all times. Essential Duties & ResponsibilitiesThe job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
Leasing

• Responsible for ensuring all property management policies, procedures, and operations are executed to FirstService Residential Standards
• Participate in the full leasing process
• Maintain a comprehensive and up to date knowledge of the portfolio, including availability, vacancy, suite layouts, common areas, amenities, parking, etc
• Conduct regular market research surveys and provide input on pricing and strategy with a goal of maximizing revenue and minimizing vacancy loss
• Inspect all vacant suites on a regular to ensure they are in Rent Ready condition
• Develop all leads including telephone and email inquiries within three hours of being received with an objective to converting to “personal tours”;
• Conduct “personal tours” with the prospective resident outlining the features and benefits of the area, property, and the value of living at the property.
• Ensure rental applications are reviewed and approved based on guidelines provided by Property Manager within 1 business day of receipt of application
• Conduct income verification and reference verification on applications
• Conduct credit checks using YardiScreen
• Advise applicants in a timely manner of status of application
• Assist in securing security deposit payments on approved applications within 48 hours of application approval
• Generate and review leases with approved applicants, ensuring leases are signed by approved applicants within 48 hours of deposits being secured.
• Follow up on all leads within 24 hours of last interaction
• Assist with managing the renewal and retention program including providing recommended pricing to Property Manager

Marketing

• Assist Marketing with the execution of property marketing and leasing plan
• Conduct regular market research surveys and provide input on pricing and strategy with a goal of maximizing revenue and minimizing vacancy loss
• Provide key input into the marketing program and maintain all marketing material to ensure it is up to date and current; be available to attend marketing campaigns such as open houses.
• Plan, co-ordinate and host Community events to continue to build strong relationships within the community.

Customer Service

• Practice excellent resident relations through regular resident visits to ensure concerns and complaints are dealt with in a timely, professional manner to ensure long-term tenancies.
• Handle resident concerns an inquiries with a goal of 100% satisfaction.
• Respond to all resident inquiries concerns within a 48 hour window
• Foster a strong customer service culture amongst all team members
• Ensure resident move-ins and move-outs are efficient, timely and ensuring diligence on recoveries.

Administration and Reporting

• Provide updated and accurate vacancy reports to the Property Manager upon request.
• Issue and deliver notices such as violation notice, notice to enter, termination notices by approved method.
• Review weekly availability reports
• Review monthly reports as provided by Property Manager
• Ensure compliance with the Residential Tenancies Act in all procedures.
• Attend Community events to continue to build strong relationships within the community

Office Management

• Complete administrative support as required, including courier and mail handling
• Maintain digital and physical filing systems within office, Yardi, and MS Teams environment
• Maintain all resident information in accordance with privacy regulations and legislation

Additional Duties and Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Health and Safety

• Ensure compliance with all legislation (Municipal, Provincial and Federal), including but not limited to: Residential Tenancies Act of Alberta, Alberta Labour Relations Code, Alberta Occupational Health and Safety Act, Alberta Minimum Housing and Health Standards, Alberta Fire Code
• Comply with all requirements when a Public State of Emergency is issued by municipal, provincial or federal authorities.
• Comply with regular fire and life safety standards including monthly testing and annual drills
• Ensure all trades comply with the health and safety policy.
• Immediately report any infractions, damaged equipment and hazardous conditions or equipment.

Supervisory Responsibility

• Indirect Supervision of up to 3 Team members

Education and Experience

• RECA License in Property Management not required but an asset.
• Experience in Retail Leasing is an asset
• High School Graduate; Post-Secondary Education or industry experience required
• Resident Tenancies Act knowledge required
• ARM designation an asset but not required
• CPM designation an asset but not required
• Excellent customer service skills with at least five years of customer service work.
• Minimum three years' experience in a fast paced office environment.
• Intermediate knowledge of MS Office and aptitude to learn new software programs.
• Experience using Yardi is an asset

Knowledge, Skills & Proficiencies 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.

• Work effectively in a team environment, with the ability to work independently
• Positive and energetic outlook, with the ability to work effectively under pressure
• Strong interpersonal skills
• Proven organizational skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames
• Excellent verbal and written communication skills
• Detail oriented; able to resolve problems using facts and sound reasoning
• 5th Class Operator's License and personal reliable vehicle required.

Tools and Equipment Used

• Computer
• General Office Equipment
• Cell Phone
• Tablet

Physical Requirements/Working EnvironmentThe physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Use of a keyboard
• Phone and face-to-face communication
• Sitting for extended periods of time
• Use of a computer
• General office equipment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.