Collections & Leasing Specialist

Collections & Leasing Specialist

Position Summary: Reporting to the Property Manager, the YMP REM Collections & Leasing Specialist is a dual-function, on-site role responsible for rent collections, delinquency resolution, and leasing activities at an assigned Class C multifamily community that includes workforce housing and Section 8 Housing Choice Voucher units. This position serves as a primary point of contact across the resident lifecycle, from applicant screening through move-out, balancing financial accountability with a high standard of customer service.

General Responsibilities

• Manage rent collections and accounts receivable for the assigned Class C and workforce housing community.
• Analyze delinquent resident accounts and prepare reports identifying high-risk balances.
• Monitor aging reports and collection activity, coordinating next steps with the Property Manager.
• Reconcile resident ledgers and transactions to ensure accurate account balances.
• Process rent credits, adjustments, and corrections in accordance with company policy and program guidelines.
• Research and assess late fees, charges, and account discrepancies; distribute late notices in accordance with company policy.
• Negotiate and document payment arrangements with residents within company and program requirements.
• Follow consistent collection practices, including regular communication with delinquent residents and, when necessary, filing notices to vacate and supporting eviction proceedings.
• Generate and send out 3-day notices to delinquent residents in a timely manner, in accordance with company policy and state law.
• Prepare and submit evictions on a monthly, timely basis for residents who remain delinquent after the notice period.
• Maintain complete and accurate documentation of all collection activity in the property management system.
• Complete move-out dispositions accurately and within required timeframes, including itemized accounting of security deposits, damages, and charges in compliance with state law and company policy.
• Ensure that pictures are taken and documented before and after every move-in and move-out to protect the community and resident against damage disputes.
• Walk vacant units regularly to monitor make-ready status, unit condition, and overall curb appeal, generating work orders as needed.
• Cook up and turn vacant units in a timely manner.
• Conduct leasing activities for the community, including tours (in-person and virtual) and prospect follow-up to drive application completion.
• Collect, review, and verify applicant documentation related to income, assets, and household composition.
• Qualify applicants in accordance with Section 8 Housing Choice Voucher, workforce housing, and other applicable program requirements.
• Manage the Section 8 Housing Choice Voucher process at the property, including tenant certifications, annual and interim recertifications, HAP contract renewals, and coordination with local Housing Authorities.
• Prepare, execute, and clearly explain lease agreements and addenda to residents.
• Cook up and turn vacant units in a timely manner.
• Coordinate move-ins, unit assignments, and file completion.
• Serve as a primary point of contact for residents and applicants regarding leasing, rent, and program questions.
• Respond promptly and professionally to resident concerns, complaints, and service requests, escalating to the Property Manager as needed.
• Clearly explain rent calculations, program rules, and payment expectations in an empathetic and professional manner.
• Protect the confidentiality of resident personal and financial information at all times.
• Complete the month-end process accurately and on schedule, including rent roll review, delinquency reporting, and move-in/move-out reconciliation.
• Understand Gross Potential Rent (GPR) and the impact of renewals, move-ins, and move-outs on the property's financials, and accurately reflect these transactions in Yardi during the month-end pre-close process.
• Prepare and distribute regular reports related to collections, leasing activity, and delinquency to the Property Manager.
• Maintain organized, audit-ready resident and applicant files, and assist during agency audits, file reviews, and compliance reporting.
• Work closely with and communicate regularly to an engaged ownership group that is heavily involved in day-to-day operations, providing accurate and timely updates on collections, leasing, and property performance.
• Support frequent ownership site visits, ensuring the community, resident files, and financial records are prepared and audit-ready at all times.
• Ensure all leasing and collection activities comply with Fair Housing, Section 8, and local landlord-tenant regulations.
• Identify accounts or tenancy issues requiring escalation, notices, or legal referral, and coordinate with the Property Manager and compliance teams as necessary.
• Serve as backup for Property Manager duties as needed, and perform other duties as necessary.

Working Conditions and Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.

Qualifications & Education

• Minimum of 2+ years of experience in property management, leasing, or collections, ideally at a Class C or workforce housing community.
• High school diploma required; education in Accounting, Finance, Business Administration, or a related field is a plus.
• Experience with the Section 8 Housing Choice Voucher process, including tenant certifications/recertifications, HAP contracts, and coordination with local Housing Authorities.
• Working knowledge of income-qualified and workforce housing requirements.
• Strong customer service, negotiation, and communication skills.
• Computer savvy, with proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
• Experience with property management software such as Yardi, MRI, OneSite, hands-on experience with Yardi Voyager 8 required.
• Ability to understand Gross Potential Rent (GPR) and the impact of renewals, move-ins, and move-outs on month-end pre-close, and to accurately reflect these transactions in Yardi.
• Ability to work closely and communicate effectively with an engaged ownership group heavily involved in operations, including supporting frequent ownership site visits.
• Ability to manage multiple priorities while maintaining detailed, accurate records.
• Knowledge of landlord-tenant and eviction laws is a plus.
• Bilingual (Spanish/English) is a plus.
• Valid driver's license and reliable transportation preferred.
• A strong and effective communicator, both written and verbal, with the ability to interact professionally with residents, staff, and the Property Manager.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, ownership, investors, clients, customers, and the general public.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area.
• Understand basic accounting principles and be able to read and interpret basic financial statements.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret a variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables simultaneously.
• Physical demands: The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.