Leasing Coordinator: Daily/Weekly/Monthly Tasks

Responsibilities/Tasks List

Daily Tasks

  • Daily check MLS for any change in the lease price & property status
  • Treaty Oak Inbox (All emails)
  • Voicemails and renter inquiries (Voicemails & leasing inquiries)
  • HOA & lease violation tracking (Daily check spreadsheet for any updates or follow-up)
  • Application Management
      • Review incoming lease applications in AppFolio and process them as soon as possible. Respond to the applicants and leasing agents separately by sending the standard templates.
      • Ensure all processed applications and related documents are uploaded to AppFolio for record-keeping.
      • Prepare all leases in Zipforms promptly, send for review to Treaty Oak staff members, and circulate in DocuSign. Follow up daily until complete
      • Ensure tenants are onboarded accurately in AppFolio by reviewing and communicating with the APM Help Team
      • Ensure all security deposits and pro-rated rents are paid by tenants in AppFolio; continue to follow up with them until paid updating/maintaining the lease commission spreadsheet and triple checking for 100% accuracy.
      • Responsible for supporting Complete Controller in the collection of lease invoices and W9s. You will be Complete Controller's main point of contact for lease invoices and W9s.
      • Monitor the MLS updates and status changes.
      • Ensure tenant and property records are up to date.
  • Communication
      • Respond promptly to applicant inquiries via email or phone.
      • Send status updates to applicants and Treaty Oak Staff (e.g., application received, awaiting documentation).
      • Review and respond to all necessary communications pertaining to the processing of lease applications and executing lease agreements promptly
  • Internal Coordination
      • Inform property managers or leasing agents of application progress.
      • Flag any red flags or exceptions for management review.
  • Update the Commission spreadsheet accordingly and communicate with the Controller accounting team with any important updates.

  • Answer all queries on Leasing/info via email and google voice


Weekly Tasks

  • Every Monday, create and send a showing report of active listings and contact (send a text message) all agents (individually) who have shown our listings on Monday and ask for showing feedback.
  • Provide a summary report of showing feedback to Stephanie on Tuesday morning. Use the Google form to add the data.
  • Application Pipeline Management
      • Review the pipeline of pending applications and prioritize based on urgency (move-in dates).
      • Follow up with applicants who have incomplete applications.
  • Reporting and Updates
      • Highlight any trends or issues to property managers (e.g., recurring missing documents, disqualifications).
  • Communication with Leasing Team
      • Meet virtually or communicate via email/chat to ensure alignment on upcoming lease starts and move-ins.
  • Document Organization
      • Ensure all necessary spreadsheets are updated
  • UPDATE SOI Spreadsheet

Monthly Tasks

  • Lease Expirations (Create a report in Appfolio of the month's move-out on the 1st of every month and send it to Stephanie)
  • Notice Of Breach of Lease (Run a ‘Delinquency As Of’ Report on the 5th of every month & sent it to Alysia)
  • Send move-out instructions 2 weeks before the lease end date
  • Prepare lease renewals (Prepare docs/DocuSign/Follow-up).
  • Monthly Rental Task (Recurring task on the 5th of every month). Send the data to Bilal & CC Adrienne. Early Morning)
  • Schedule the installation of combo lockbox when the property gets vacated during renewals
  • Performance Review
    • Analyze monthly lease application metrics (e.g., approval rates, average processing time).
    • Identify areas for improvement in the application process and propose solutions.
  • Template and Process Updates
    • Review and update standard email templates or scripts for applicant communication.
    • Suggest improvements to the application workflow based on recurring applicant challenges.
  • Compliance Review
    • Verify all applications processed comply with fair housing laws and company policies.
    • Ensure documentation is up-to-date and securely stored.
  • Training and Development
    • Participate in any training sessions or policy updates provided by the company.

Specific tasks or Tasks on Demand

  • Property and Owner Onboarding (Wiki)
  • Property listing on MLS & Appfolio and sync supra lockbox (Wiki)
  • Scheduling a property photoshoot. (Wiki)
  • Send lease agreement to the tenants via DocuSign (Wiki)
  • Docusign and circulate Property Management Agreements to Owners and Adrienne (Wiki)
  • Signotter tasks (installation & Uninstallation of equipments) (Wiki)
  • HOA Violations (Send the violation pdf and the photo to the tenants.) Follow-up & ask for photos (mostly in the case of landscaping violations) (Spreadsheet)
  • Lease Violations (Prepare the violation/DocuSign with Alysia/Email it to the tenants)
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