Description
The Leasing Agent’s objective is to manage the whole leasing process — from initial inquiry to signed lease and move-in — ensuring prospective residents receive timely, professional communication and a consistent leasing experience across all properties. This role contributes directly to occupancy goals by facilitating prompt follow-ups, conducting showings, and processing applications within measurable timelines.
Primary Function Scope The Leasing Agent is responsible for executing day-to-day leasing activities, including listing updates, lead tracking in AppFolio, showing coordination, application processing, and move-in preparation. This position collaborates closely with the Property Manager, Assistant Property Manager, and Maintenance team to ensure vacant units are leased efficiently and prospective residents are supported throughout the process.
Principle Responsibilities Property Showings
Conduct scheduled property tours with prospective residents, ensuring unit readiness and presentation standards are met prior to the showing.
Coordinate showing schedules in AppFolio, aligning unit availability with prospect preferences within 1 business day of inquiry.
Personalize tour details based on prospect needs, using prior communications to tailor the experience and provide relevant property insights.
Maintain communication with other leasing staff to ensure up-to-date knowledge of unit features, pricing, and access instructions for all assigned properties.
Escalate any issues with property condition, key access, or safety to the Property Manager on the same business day.
Lead Tracking & Application Coordination
Track and update all active leads in AppFolio, including communication history, showing status, and application outcomes within 1 business day of activity.
Follow up with undecided prospects within 3 business days of a showing to provide updates on availability or upcoming move-in windows.
Review submitted applications for basic completeness (ID, income, rental history) and notify the Property Manager of missing documentation within 1 business day.
Post-Showing Follow-Up
Contact prospects within 1 business day of a scheduled showing to answer follow-up questions, address concerns, and encourage application submission.
Document all follow-up communication in AppFolio and escalate unresolved concerns or prospect delays to the Property Manager within 2 business days.
Move-In Coordination
Send move-in instructions to approved residents, including key pickup details, parking policies, and access logistics, no later than 2 business days before scheduled move-in.
Confirm lease execution and receipt of all initial move-in charges before releasing unit access instructions.
Escalate any questions regarding utility setup or lease compliance to the Assistant Property Manager within 1 business day of receipt.
Coordinate with the Property Manager and Assistant Property Manager to ensure move-in readiness is communicated appropriately across the team.
Move-Out Coordination
Support move-out scheduling and communication in collaboration with the Property Manager and Assistant Property Manager.
Confirm move-out dates with tenants and ensure notice requirements are met per lease terms.
Participate in final walkthroughs or turnover assessments when requested and log unit condition notes in AppFolio.
Escalate unresolved move-out issues or delays to the Property Manager within 1 business day.
Professional Communication & Team Collaboration
Maintain professional, respectful communication with prospects, residents, and vendors, ensuring all interactions reflect CapVest’s brand standards and service expectations.
Coordinate clearly with the Property Manager, APM, and Maintenance team to ensure tasks are completed without delay or miscommunication.
Respond to internal messages, updates, or requests within 1 business day, and escalate workflow disruptions or interdepartmental delays as needed.
Adhere to company policies and conduct guidelines and represent CapVest appropriately during all in-person tours, virtual showings, or resident interactions.
Key Performance Indicators (KPIs)
Days on Market (DOM):
Track the number of days between listing activation and receiving an approved application. Ensure listings are published promptly, follow-ups are completed within 24 hours, and applications are processed efficiently to maintain a DOM target of 15 days or less. Track using AppFolio’s Unit Availability Report and Application Report. Calculate DOM by comparing listing activation date to date of approved application. For recurring review, export both reports monthly and filter by property and leasing agent.
Lease Conversion Rate:
Track the percentage of submitted applications that result in signed leases. Maintain timely follow-up and complete application documentation to support a conversion rate target of 45%. Measured using AppFolio’s Application and Lease Execution reports by Leasing Agent.
Showing Experience Satisfaction:
Ensure a positive experience during property showings by gathering feedback from prospects through surveys. Target a 4.5/5 star rating or higher, reflecting professionalism and attentiveness during tours.
Lead & Application Response Time:
Respond to all new leasing inquiries within 24 hours of receipt, and process submitted applications within 1 business day, including documentation and status updates in AppFolio.
Requirements Education/Experience
High school diploma or GED; associate’s or bachelor’s degree in business, real estate, or a related field preferred.
Minimum of 2 years of experience in leasing, property management, or a similar operational role is desirable.
Working knowledge of local landlord-tenant laws, unit condition standards, and lease compliance requirements.
Proficiency in property management software, especially AppFolio; ability to enter data, track communications, and generate reports accurately.
Strong verbal and written communication skills, with the ability to communicate professionally with residents, vendors, and internal team members.
Excellent time-management and organizational skills, with the ability to prioritize tasks and meet deadlines without direct supervision.
High attention to detail when reviewing lease documents, payment records, and resident files.
Job Requirements
Typical office hours follow a staggered schedule to maximize tenant accessibility while minimizing overtime. Staff are generally scheduled:
M-F: 9:00 a.m. to 5:00 p.m.
Saturday - as needed (typically between 10:00 a.m. to 1:00 p.m.)
Weekly schedules are structured to remain within a 40-hour limit. The Regional Property Manager or the Director of Property Management must approve all schedule adjustments.
Corporate and Onsite position
Available after hours/evenings as needed
Office / In-Field position
Must possess a valid driver’s license.
Fieldwork and travel between properties are required.
Background check required
Benefits
PTO and paid holidays
Insurance: Health, Dental, Vision, Life and Long-Term Disability
401k with employer match
Expense reimbursement for reasonable expenses incurred while conducting business on behalf of the Company
Volunteerism – allowed up to 16 hours of paid time per calendar year
Health Membership Reimbursement Program available
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Primary Function Scope The Leasing Agent is responsible for executing day-to-day leasing activities, including listing updates, lead tracking in AppFolio, showing coordination, application processing, and move-in preparation. This position collaborates closely with the Property Manager, Assistant Property Manager, and Maintenance team to ensure vacant units are leased efficiently and prospective residents are supported throughout the process.
Principle Responsibilities Property Showings
Conduct scheduled property tours with prospective residents, ensuring unit readiness and presentation standards are met prior to the showing.
Coordinate showing schedules in AppFolio, aligning unit availability with prospect preferences within 1 business day of inquiry.
Personalize tour details based on prospect needs, using prior communications to tailor the experience and provide relevant property insights.
Maintain communication with other leasing staff to ensure up-to-date knowledge of unit features, pricing, and access instructions for all assigned properties.
Escalate any issues with property condition, key access, or safety to the Property Manager on the same business day.
Lead Tracking & Application Coordination
Track and update all active leads in AppFolio, including communication history, showing status, and application outcomes within 1 business day of activity.
Follow up with undecided prospects within 3 business days of a showing to provide updates on availability or upcoming move-in windows.
Review submitted applications for basic completeness (ID, income, rental history) and notify the Property Manager of missing documentation within 1 business day.
Post-Showing Follow-Up
Contact prospects within 1 business day of a scheduled showing to answer follow-up questions, address concerns, and encourage application submission.
Document all follow-up communication in AppFolio and escalate unresolved concerns or prospect delays to the Property Manager within 2 business days.
Move-In Coordination
Send move-in instructions to approved residents, including key pickup details, parking policies, and access logistics, no later than 2 business days before scheduled move-in.
Confirm lease execution and receipt of all initial move-in charges before releasing unit access instructions.
Escalate any questions regarding utility setup or lease compliance to the Assistant Property Manager within 1 business day of receipt.
Coordinate with the Property Manager and Assistant Property Manager to ensure move-in readiness is communicated appropriately across the team.
Move-Out Coordination
Support move-out scheduling and communication in collaboration with the Property Manager and Assistant Property Manager.
Confirm move-out dates with tenants and ensure notice requirements are met per lease terms.
Participate in final walkthroughs or turnover assessments when requested and log unit condition notes in AppFolio.
Escalate unresolved move-out issues or delays to the Property Manager within 1 business day.
Professional Communication & Team Collaboration
Maintain professional, respectful communication with prospects, residents, and vendors, ensuring all interactions reflect CapVest’s brand standards and service expectations.
Coordinate clearly with the Property Manager, APM, and Maintenance team to ensure tasks are completed without delay or miscommunication.
Respond to internal messages, updates, or requests within 1 business day, and escalate workflow disruptions or interdepartmental delays as needed.
Adhere to company policies and conduct guidelines and represent CapVest appropriately during all in-person tours, virtual showings, or resident interactions.
Key Performance Indicators (KPIs)
Days on Market (DOM):
Track the number of days between listing activation and receiving an approved application. Ensure listings are published promptly, follow-ups are completed within 24 hours, and applications are processed efficiently to maintain a DOM target of 15 days or less. Track using AppFolio’s Unit Availability Report and Application Report. Calculate DOM by comparing listing activation date to date of approved application. For recurring review, export both reports monthly and filter by property and leasing agent.
Lease Conversion Rate:
Track the percentage of submitted applications that result in signed leases. Maintain timely follow-up and complete application documentation to support a conversion rate target of 45%. Measured using AppFolio’s Application and Lease Execution reports by Leasing Agent.
Showing Experience Satisfaction:
Ensure a positive experience during property showings by gathering feedback from prospects through surveys. Target a 4.5/5 star rating or higher, reflecting professionalism and attentiveness during tours.
Lead & Application Response Time:
Respond to all new leasing inquiries within 24 hours of receipt, and process submitted applications within 1 business day, including documentation and status updates in AppFolio.
Requirements Education/Experience
High school diploma or GED; associate’s or bachelor’s degree in business, real estate, or a related field preferred.
Minimum of 2 years of experience in leasing, property management, or a similar operational role is desirable.
Working knowledge of local landlord-tenant laws, unit condition standards, and lease compliance requirements.
Proficiency in property management software, especially AppFolio; ability to enter data, track communications, and generate reports accurately.
Strong verbal and written communication skills, with the ability to communicate professionally with residents, vendors, and internal team members.
Excellent time-management and organizational skills, with the ability to prioritize tasks and meet deadlines without direct supervision.
High attention to detail when reviewing lease documents, payment records, and resident files.
Job Requirements
Typical office hours follow a staggered schedule to maximize tenant accessibility while minimizing overtime. Staff are generally scheduled:
M-F: 9:00 a.m. to 5:00 p.m.
Saturday - as needed (typically between 10:00 a.m. to 1:00 p.m.)
Weekly schedules are structured to remain within a 40-hour limit. The Regional Property Manager or the Director of Property Management must approve all schedule adjustments.
Corporate and Onsite position
Available after hours/evenings as needed
Office / In-Field position
Must possess a valid driver’s license.
Fieldwork and travel between properties are required.
Background check required
Benefits
PTO and paid holidays
Insurance: Health, Dental, Vision, Life and Long-Term Disability
401k with employer match
Expense reimbursement for reasonable expenses incurred while conducting business on behalf of the Company
Volunteerism – allowed up to 16 hours of paid time per calendar year
Health Membership Reimbursement Program available
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