Leasing Operations Coordinator

Job description

Position Summary The Leasing Operations Coordinator acts as a direct extension of the Director of Leasing, owning the day-to-day quality control, coordination, and reporting work that keeps leasing and marketing execution consistent across the portfolio. The role sits at the intersection of leasing, marketing, and the global (GTM) leasing team — owning the prospect's sense of arrival by verifying that units and properties are presentation-ready, that marketing and advertising materials meet brand standards, and that centralized leasing and group leasing initiatives are executed without gaps across the portfolio. The Leasing Operations Coordinator reports directly to the Director of Leasing and works closely with GTM, Leasing Specialists, and Property Management. This is a support and quality-assurance role: its purpose is to be the Director's right hand, catching gaps before they affect resident experience, brand consistency, or leasing performance. Primary Duties and Responsibilities Product Quality Control — Unit Turns, Property Presentation & Sense of Arrival ● Own the prospect's sense of arrival for every scheduled tour — confirming curb appeal, entry sequence, common areas, and unit condition create a consistent first impression across the portfolio. ● Track unit turn timelines and confirm vacant units, model units, and properties are rent-ready ahead of schedule. ● Conduct or coordinate walk-throughs of properties, model units, and vacant units to verify presentation standards are met. ● Flag maintenance, staging, or cleanliness gaps to Property Management and confirm resolution. ● Maintain a tracking log of unit turn and presentation-readiness status across the portfolio. ● Follow up directly with the turn vendor when turns are not completed according to turn standards, and track resolution through to completion. ● Maintain ministaging inventory and identify areas of improvement for amenity furniture across the portfolio. ● Support unit scans with the Matterport 3D camera as part of unit turn QC sign-off. ● Support touring prospective renters as needed, including back-up coverage when Leasing Specialist availability is limited. Expectation: Every property delivers a consistent, high-quality sense of arrival — from curb appeal to unit condition — for every prospect tour. Marketing and Advertising Quality Control ● Review property listings, ad copy, photography, and promotional materials for accuracy and adherence to ArtHaus brand standards. ● Confirm pricing, availability, and unit details in all marketing channels match current Yardi data. ● Partner with GTM to correct discrepancies before materials go live. ● Maintain a brand standards checklist and train teams on proper application. Expectation: All marketing and advertising output is accurate, current, and consistent with ArtHaus brand standards. Leasing Initiative Execution ● Coordinate the rollout of centralized leasing initiatives across the portfolio, confirming consistent execution property to property. ● Organize and support group leasing initiatives, including initial outreach to local employers and business groups. ● Track initiative milestones and surface execution gaps to the Director of Leasing. ● Serve as the point of contact between the Director of Leasing and property-level teams during initiative rollout. Expectation: Centralized leasing initiatives launch on schedule with no property left behind on execution. Data Reporting and Accuracy ● Build and maintain leasing and marketing performance reports drawn from Yardi and supporting systems. ● Audit data entry across systems for accuracy and flag discrepancies for correction. ● Prepare regular reporting packages for the Director of Leasing and leadership. ● Audit and maintain system accuracy for unit-level attributes (specs, amenities, pricing, and availability) across Yardi and connected platforms. Expectation: Leadership always has a current, accurate view of leasing and marketing performance. Leasing Team Quality & Communication Coordination ● Monitor lead response times, virtual tour activity, and communication quality across the leasing team. ● Coordinate communication between the Director of Leasing, GTM, and property-level Leasing Specialists to keep expectations aligned. ● Confirm local and global Leasing Specialists deliver consistent, high-quality service across all properties. ● Escalate service quality gaps and follow through on resolution. Expectation: Prospects and residents receive consistent, high-quality service regardless of which Leasing Specialist they reach. Competitive Market Research ● Conduct and maintain ongoing research on competing properties, amenities, and pricing trends across the portfolio's submarkets. ● Summarize competitive positioning and pricing insights for the Director of Leasing. ● Flag pricing or amenity gaps that could affect lease-up or renewal performance. Expectation: The Director of Leasing has current competitive intelligence to inform pricing and positioning decisions. Application Review Support ● Assist with application review and approval, confirming consistency with company screening standards. ● Partner with the Global Applications Specialist team to resolve application processing questions. Expectation: Applications are reviewed accurately and without unnecessary delay. Project-Based Support ● Own the rollout and maintenance of the AIGT (AI-Guided Tour) program across the portfolio. ● Provide project-based support as needed to meet departmental and company goals. ● Take on ad hoc initiatives from the Director of Leasing as priorities shift. ● Perform other duties as assigned by supervisor. Expectation: The Director of Leasing has a reliable partner to execute on emerging priorities. Key Performance Indicators (KPIs) Each KPI below is measured from a named source report. Standards without a supporting report are stated as Expectations within the role above. Targets marked for confirmation should be finalized with the Director of Leasing. Metric Target Source Report Unit Turn / Presentation Readiness 100% of units, model units, and properties presentation-ready by target date Unit Turn / Walk Sheet Tracker Turn Vendor Follow-Up 100% of missed turn standards followed up with vendor within [X] business days Turn Vendor Follow-Up Log Unit-Level Data Accuracy Zero unit-level attribute errors (specs, amenities, pricing, availability) Yardi / Listing Audit Marketing & Ad Accuracy Zero pricing, availability, or unit-detail discrepancies live Marketing QC Checklist Brand Standards Adherence 100% of marketing materials compliant with ArtHaus brand standards Brand Standards Audit Centralized Initiative Execution 100% of properties executing centralized initiatives on schedule Initiative Rollout Tracker Data Accuracy 95% or higher accurate at audit Yardi / Reporting Audit Lead Response Time (Global Team) 100% of leads responded to within company target Lead Response Report Virtual Tour Activity 100% of qualified leads offered a virtual tour Virtual Tour Activity Report Group Leasing Outreach Consistent quarterly outreach to local employers/business groups Group Leasing Outreach Log Application Review Support 100% of assisted reviews completed within target turnaround Application Review Tracker RACI: Leasing Operations Coordinator Core Outcome / Metric Responsible Accountable Consulted Informed Product Quality / Unit & Property Presentation Property Managers Leasing Operations Coordinator Director of Leasing GTM Marketing & Advertising Quality Control GTM Leasing Operations Coordinator Director of Leasing Property Managers Centralized Leasing Initiative Execution Leasing Specialists Leasing Operations Coordinator Director of Leasing GTM Data Reporting & Accuracy Leasing Operations Coordinator Leasing Operations Coordinator Director of Leasing IT / Systems Global Leasing Specialist Service Quality Leasing Specialists / GTM Leasing Operations Coordinator Director of Leasing Property Managers Competitive Market Research Leasing Operations Coordinator Leasing Operations Coordinator Director of Leasing GTM Application Review Support Global Applications Specialists Leasing Operations Coordinator Director of Leasing Property Managers Project-Based Support Leasing Operations Coordinator Director of Leasing — — Minimum Requirements ● Strong organizational and project-management skills across competing deadlines and multiple properties. ● Comfort coordinating with global or distributed teams and holding service-quality standards. ● Clear written and verbal communication; ability to translate standards into practical guidance for property-level teams. ● Based in or willing to work from the Oakland/East Bay area, with ability to travel to properties as needed. Preferred Qualifications ● Three or more years in multifamily leasing, marketing, or leasing operations. ● Experience overseeing quality control across property presentation, marketing materials, or brand standards. ● Working knowledge of Yardi (or comparable property management software) and reporting tools (Excel, Google Workspace). ● Familiarity with application review and Fair Housing-consistent screening practices. Direct experience supporting a leasing leadership role. ● Background in centralized or corporate leasing operations across a multi-property portfolio. ● Experience with group leasing outreach or business/community partnership development. ● Familiarity with competitive market research and pricing analysis. ● Yardi experience (any version). ● Familiarity with application review and Fair Housing-consistent screening practices. Working Conditions ● Mix of desk-based work (quality control, reporting, coordination) and property site visits for presentation walk-throughs. ● Time-sensitive cycles around unit turns, marketing launches, and initiative rollouts. ● Regular coordination with the leasing team. ● Based in Oakland/East Bay with periodic travel across the portfolio. About ArtHaus Properties The expanded ArtHaus Properties operating company is a wholly owned subsidiary of Arthaus Partners, purpose-built to manage and scale our vertically integrated residential platform. This role offers a rare opportunity to help shape the future of operations at a company on the verge of doubling its footprint, bringing structure, innovation, and excellence to a portfolio with significant near-term growth ahead. It’s an exciting moment to lead, build, and leave your mark.