Overview:
We are looking for a proactive Property Management & Leasing Operations Specialist to oversee residential property leasing activities, with a primary focus on vacancy management, rental listings, leasing performance, and property management coordination. The ideal candidate should be able to independently identify issues, investigate delays, follow up with management, and ensure vacant units are actively progressing toward being rented.
Key Responsibilities:
- Monitor all vacant units, vacancy duration, and leasing progress.
- Ensure vacant properties are rent-ready, properly listed, accurately presented, and actively marketed.
- Review rental listings, photos, descriptions, pricing, and advertising channels.
- Track inquiries, showings, applications, and lease conversions.
- Identify units with low activity or prolonged vacancies and determine the likely cause.
- Proactively follow up with property management companies on vacancies, listings, and outstanding actions.
- Escalate delays, gaps, and unresolved issues before they impact occupancy or revenue.
- Maintain accurate property and leasing information in Rent Manager or similar property management systems.
- Prepare concise reports showing vacancies, leasing activity, issues, and recommended next actions.
- Support basic bookkeeping/property financial activities when required.
Required Qualifications:
- 2–5+ years of experience in residential property management, leasing, real estate operations, or a similar role.
- Hands-on experience with vacancy and leasing management.
- Experience managing rental listings and coordinating with property managers.
- Strong understanding of the leasing lifecycle: vacancy → listing → inquiry → showing → application → lease → move-in.
- Strong analytical, organizational, communication, and follow-up skills.
- Highly proactive and able to work independently without constant supervision.
- Strong English communication skills.
- Experience with U.S. residential properties is strongly preferred.
Preferred Skills:
- Rent Manager experience.
- Experience with AppFolio, Buildium, Yardi, Propertyware, or similar platforms.
- Rental pricing and market research experience.
- Property listing/marketing experience.
- Bookkeeping or accounting experience.
- Google Sheets/Excel reporting skills.
Core Competencies/Success in the Role/Key Performance Indicators (KPIs):
Performance should be evaluated based on ownership and outcomes, not simply task completion.
Vacancy Management
- 100% of active vacancies tracked.
- Vacancy days accurately maintained.
- No unexplained prolonged vacancies.
- Vacancies reviewed regularly for status and next action.
- Upcoming vacancies identified and monitored.
Listing Management
- 100% of vacant units verified as properly listed.
- Listings reviewed for accuracy and completeness.
- Outdated listings identified and escalated promptly.
- Listing/photo deficiencies identified and followed up.
- Advertising activity documented.
Leasing Pipeline
- Inquiry activity tracked.
- Showing activity tracked.
- Application activity tracked.
- Stalled leasing stages identified.
- Follow-up actions documented.
- Significant gaps escalated proactively.
Property Management Accountability
- Outstanding management action items tracked.
- Follow-ups completed within agreed timelines.
- Unresolved issues escalated appropriately.
- Client is not required to repeatedly request status updates.
Reporting
- Reports are accurate, current, and actionable.
- Exceptions and risks clearly identified.
- Recommended next actions included where appropriate.
- Property information is consistently documented.
Important: Property management and leasing experience is the primary requirement. Bookkeeping experience is an advantage but should not substitute for hands-on leasing/property management expertise.
