Village Management Services, Inc.'s mission is to serve the residents of Laguna Woods Village with the highest level of customer service and professionalism, making Laguna Woods Village the premier active-adult community in Southern California.  We value integrity, quality, dedication and open communication in a rewarding and challenging environment.

JOB SUMMARY:

Under general supervision, processes all leasing/rental applications, attends to walk-in customers (owners, tenants, real estate and property management agents), conducts inbound and outbound calls and emails, collects leasing fees, and makes financial deposits using appropriate software. Performs responsible clerical and record-keeping work, and performs other related work as required in a challenging, fast-paced, and heavy workload environment.

ESSENTIAL FUNCTIONS:

Assists prospective and returning lessees and owners by telephone, email, and in person regarding applications, board regulations, and member/tenant privileges and responsibilities. Accurately updates computer database systems with new and existing leases and resident information. Performs a variety of administrative and record-keeping functions requiring interdepartmental coordination.

Verifies member vesting and history of delinquency status and any rule violations. Ensures background reports, credit reports, and other requirements are received prior to issuing lease authorizations or renewals. Regularly submits complete lease applications and documents to obtain board approval. 

Collects required leasing and ID card fees and issues receipts, maintains record of cash and checks and credit card transactions, completes daily deposit statement, and endorses checks.  Prepares monthly internal financial and leasing activity reports for Board of Directors.

Creates ID Cards through the designated software and card printer (owners, occupants, lessees, renters, employees, board members, and replacement and temporary cards).  Collects and maintains ID cards for non-resident owners (lessors).

Prepares staff reports for unique or special circumstance situations requiring board action.

Regular Attendance Required.  All duties are performed on-site for the Community.

Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

EQUIPMENT OPERATED:

PC, ID card printer, printer copier, calculator, telephone.

WORK ENVIRONMENT:

Climate controlled indoor office.

DESIRABLE QUALIFICATIONS:

Graduation from high school and a minimum of two years relevant customer service experience, working in a leasing office, property management or other related industry with intermediate proficiency in Microsoft Excel and Word or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of modern office equipment, computers and office practices and procedures.
• Knowledge of customer service standards, etiquette and processes.
• Knowledge of applicable software programs and MS Office 365 applications.
• Ability to read, understand, interpret and explain leasing procedures, rules and regulations.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to communicate pleasantly and effectively with the public who represent many different
• locales and/or foreign countries.
• Ability to answer the telephone in a professional, prompt manner.
• Ability to maintain effective working relationships with other employees and the public, and to deal with public relations problems courteously and effectively.
• Ability to handle confidential information in a professional manner.
• Ability to multitask and work efficiently.

SPECIAL REQUIREMENTS:

Knowledge of Fair Housing Regulations and real estate terminology or the ability to learn and retain.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to grasp, feel, and reach.  The employee is regularly required to sit for long periods of time (up to 8 hours) and use repetitive motion to operate a keyboard for long periods.  The employee is occasionally required to kneel, pull, push, stoop, and lift and carry up to 10 lbs.

MENTAL REQUIREMENTS:

Reading, detailed work, confidentiality, math, reasoning, verbal and written communications, customer contact, multiple concurrent tasks and constant interruptions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

VMS is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business need.