Record Keeping and Leasing Assistant

RECORDS KEEPING AND LEASING ASSISTANT

Reports to:        Property and Leasing Manager

Status:               Full-Time Department:  Property Leasing  

Classification: Non-Exempt Location:      Unalaska

Summary of Position

Working under the direction of the Property and Leasing Manager and the Residential Property and Leasing Coordinator. This position is responsible for maintaining filling systems database and assist in monitoring leases for compliance and serving in a support capacity to Property and Leasing Department.

Essential Functions

• Creating and updating files and filling documentation in appropriate Tenant’s file folders.
• Maintain all data and original documents relative to property Lease Agreement in correct filing and coding sequence.
• Maintain an up-to-date database file on all leases.
• Destroying outdated files following protocol or moving these to inactive storage.
• Making copies and scanning files regularly.
• Retrieving records upon request.
• Assist with phone related to leasing inquiries such as tenant maintenance work order request, rental application, waiting list, tenant payments inquiries, etc.
• Prepares short term leases (month to month) and provides to Property & Leasing Manager for
• Accepts and investigates credit applications of prospective.
• Draft new lease agreements for residential, mini-storage and month to month for Property and Leasing Manager’s review.

• Help in monitoring all residential and mini-storage leases for compliance, field calls and questions as needed to management.
• Set up new leases in database, notify Accounting of new leases for
• Assist department with accepting and reviewing of credit applications of prospective tenants.
• Prepare documentation for tenant with lease payment outline and other special.
• Assist Maintenance Department, as needed, in conducting of annual building/fire extinguisher.
• Assist Security/Land department in sending notices for abandoned.

• May assist with research of leases and historical property records upon request.
• Support department with drafting of letters, as necessary, to all tenants’ (Residential, Commercial and Storage) not in compliance and ensures that default procedures outlined in the leases are followed.
• Assist Property & Leasing Manager with marketing of available properties.
• Key holder keeper – distribute, process, maintain OC key’s distribution log.

Minimum Education

High School Diploma, GED, or suitable equivalent

Knowledge, Skills, and Abilities Required

Demonstrated administrative skills, typing, and filing.

Knowledge of property and leasing procedures, legal procedures, and of Ounalashka Corporation is preferred but not required.

Proficient with using computers, and Microsoft office word, access, excel and other programs.

Proficient with using photocopy and scanner machines.

Must have ability to pay close attention to detail and excellent follow-up procedural skills. Must have good communication and public relations skills.

Must have or could obtain and retain a valid Alaska Driver’s License before starting work as well as possess and maintain a good driving record free.

Must be capable of performing data entry for up to four continuous hours.

Ability to maintain confidentiality of information.