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
  • Creating a Residential Lease in Zipforms
      • 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 the PM)
  • Notice Of Breach of Lease (Run a ‘Delinquency As Of’ Report on the 5th of every month & sent it to PM)
  • 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 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.

Yearly Tasks

  • Every July 1st, update the 'Lease Expiration Remarks" on all "ACTIVE" MLS listings so that the lease expires "year after next". See "How to Show and Office Information / Showing Information" of the MLS Wiki. Please add a July 1st calendar event on your Google Calendar to remind you to complete this. Please configure the calendar event to send you an email notification the day of the event. 

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)
  • Upload insurance cards to Appfolio
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