Office Coordinator - Emerging Markets
Evolving Solution Services, Charlottesville, VA, United States
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9 days ago Requisition ID: 1234
SUMMARY
The Office & Showings Coordinator is a dual-purpose role designed to keep the office running smoothly while providing essential field support for the leasing process. This individual serves as the primary point of contact for maintenance needs, office administration, and property transitions. The goal is to ensure that every property is 'show-ready,' every prospect is professionally greeted, and every tenant transition is documented with precision.
ESSENTIAL FUNCTIONS
Showings & Leasing Support
Showing Coordination:
Schedules property tours for prospective tenants through the online booking system or via phone.
On-Site Showings:
Meets prospective tenants at properties to provide access, answer basic questions about the unit, and highlight property features.
Pre-Showing Inspections:
Visits vacant units prior to scheduled tours to ensure they are clean, lights are on, and the property is 'show-ready.'
Lockbox & Key Management:
Coordinates the installation and removal of electronic lockboxes; ensures keys are cut and coded correctly for new listings.
Prospect Follow-up:
Reaches out to prospects after a showing to gather feedback and provide links to the online application.
Marketing Assistance:
Assists the Property Manager in verifying that 'For Rent' signage is visible and in good condition at all vacant sites.
Move-In & Move-Out Coordination
Move-In Orientations:
Meets new tenants at the property to facilitate key handovers, explain property-specific rules, and ensure portal access.
Move-Out Inspections:
Conducts detailed physical inspections of vacated units, documenting condition with photos and notes to assist in security deposit processing.
Condition Reports:
Completes formal move-in/move-out checklists within
PropertyWare
to maintain an accurate digital record of the property’s lifecycle.
Utility Verification:
Confirms that tenants have successfully transferred utilities into their names prior to the move-in date.
Welcome Packets:
Prepares and distributes move-in folders, including keys, garage remotes, and essential property contact information.
Work Order Lifecycle:
Receives all maintenance requests; determines if the request is an emergency or routine repair and assigns the appropriate technician or vendor.
Owner Communication:
Forwards Work Orders to owners for approval; maintains a 48-hour wait period for non-emergency repairs before dispatching.
Turn Management:
Maintains the
Turn Schedule board
and creates Work Orders for 'Turn' work immediately following an eviction or move-out.
Utility Management:
Manages utility transfers for vacant properties to ensure power and water are active for showings.
Office Administration & Finance
Reception:
Fields incoming calls, greets walk-in visitors, and maintains a tidy, professional lobby environment.
Financial Processing:
Processes tenant payments (rent/deposits) in
PropertyWare
and prepares bank deposits.
Administrative Tasks:
Handles filing, scanning, and mail distribution; maintains office supply inventory.
Documentation:
Updates Master Key Logs and uploads critical tenant/owner documents to the management software daily.
MINIMUM REQUIREMENTS
Customer Service Excellence:
A warm, professional demeanor both in the office and when meeting prospects in the field.
Logistical Skills:
Ability to coordinate a complex schedule of showings, maintenance visits, and vendor meetings.
Technical Knowledge:
Basic understanding of residential maintenance (plumbing, electrical, HVAC) to properly triage work orders.
Tech Savvy:
Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning property management software ( PropertyWare ).
Reliable Transportation:
Must have a reliable vehicle and a valid driver's license to travel between properties.
Physical Ability:
Must be able to walk properties, climb stairs during tours, and lift up to 25 pounds.
ADDITIONAL FUNCTIONS
Provides 'Show-Ready' feedback to the Property Manager if a vacant unit requires additional cleaning or repairs.
Attends team meetings to report on showing volume and maintenance progress.
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9 days ago Requisition ID: 1234
SUMMARY
The Office & Showings Coordinator is a dual-purpose role designed to keep the office running smoothly while providing essential field support for the leasing process. This individual serves as the primary point of contact for maintenance needs, office administration, and property transitions. The goal is to ensure that every property is 'show-ready,' every prospect is professionally greeted, and every tenant transition is documented with precision.
ESSENTIAL FUNCTIONS
Showings & Leasing Support
Showing Coordination:
Schedules property tours for prospective tenants through the online booking system or via phone.
On-Site Showings:
Meets prospective tenants at properties to provide access, answer basic questions about the unit, and highlight property features.
Pre-Showing Inspections:
Visits vacant units prior to scheduled tours to ensure they are clean, lights are on, and the property is 'show-ready.'
Lockbox & Key Management:
Coordinates the installation and removal of electronic lockboxes; ensures keys are cut and coded correctly for new listings.
Prospect Follow-up:
Reaches out to prospects after a showing to gather feedback and provide links to the online application.
Marketing Assistance:
Assists the Property Manager in verifying that 'For Rent' signage is visible and in good condition at all vacant sites.
Move-In & Move-Out Coordination
Move-In Orientations:
Meets new tenants at the property to facilitate key handovers, explain property-specific rules, and ensure portal access.
Move-Out Inspections:
Conducts detailed physical inspections of vacated units, documenting condition with photos and notes to assist in security deposit processing.
Condition Reports:
Completes formal move-in/move-out checklists within
PropertyWare
to maintain an accurate digital record of the property’s lifecycle.
Utility Verification:
Confirms that tenants have successfully transferred utilities into their names prior to the move-in date.
Welcome Packets:
Prepares and distributes move-in folders, including keys, garage remotes, and essential property contact information.
Work Order Lifecycle:
Receives all maintenance requests; determines if the request is an emergency or routine repair and assigns the appropriate technician or vendor.
Owner Communication:
Forwards Work Orders to owners for approval; maintains a 48-hour wait period for non-emergency repairs before dispatching.
Turn Management:
Maintains the
Turn Schedule board
and creates Work Orders for 'Turn' work immediately following an eviction or move-out.
Utility Management:
Manages utility transfers for vacant properties to ensure power and water are active for showings.
Office Administration & Finance
Reception:
Fields incoming calls, greets walk-in visitors, and maintains a tidy, professional lobby environment.
Financial Processing:
Processes tenant payments (rent/deposits) in
PropertyWare
and prepares bank deposits.
Administrative Tasks:
Handles filing, scanning, and mail distribution; maintains office supply inventory.
Documentation:
Updates Master Key Logs and uploads critical tenant/owner documents to the management software daily.
MINIMUM REQUIREMENTS
Customer Service Excellence:
A warm, professional demeanor both in the office and when meeting prospects in the field.
Logistical Skills:
Ability to coordinate a complex schedule of showings, maintenance visits, and vendor meetings.
Technical Knowledge:
Basic understanding of residential maintenance (plumbing, electrical, HVAC) to properly triage work orders.
Tech Savvy:
Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning property management software ( PropertyWare ).
Reliable Transportation:
Must have a reliable vehicle and a valid driver's license to travel between properties.
Physical Ability:
Must be able to walk properties, climb stairs during tours, and lift up to 25 pounds.
ADDITIONAL FUNCTIONS
Provides 'Show-Ready' feedback to the Property Manager if a vacant unit requires additional cleaning or repairs.
Attends team meetings to report on showing volume and maintenance progress.
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