Remote Leasing Scheduling Coordinator

📋 Description

• • Be the first point of contact for every prospective tenant, guiding them from initial inquiry on Zillow and AppFolio all the way to a confirmed showing appointment. Your voice and written tone will shape the very first impression of our Michigan-based real estate management company.
• • Own the full leasing pipeline: monitor Zillow and AppFolio messages 7 days a week, respond to emails, texts, and phone calls within 15 minutes during active hours, and log every interaction in our CRM so nothing falls through the cracks.
• • Schedule property tours with surgical precision—juggling multiple calendars, confirming unit availability, and sending calendar invites that include driving directions, lock-box codes, and virtual-tour links when needed.
• • Run a proactive confirmation cycle: text reminders 24 hours before each showing, call two hours prior, and re-book on the spot if prospects cancel—keeping our leasing agents’ calendars full and our vacancy rates low.
• • Pre-qualify every applicant over the phone using a 12-point checklist (income, credit range, move-in timeline, pet policy, etc.) so that only serious, qualified renters step foot in our properties.
• • Maintain a live dashboard that tracks inquiry-to-tour conversion, show-rate percentage, and application-to-lease ratio; present a concise weekly report to ownership every Monday morning.
• • Handle overflow administrative tasks—updating marketing copy on listings, ordering new photos, coordinating maintenance pre-showing touch-ups, and preparing lease packets once an application is approved.
• • Work closely with on-site teams across Michigan time zones, ensuring that any last-minute unit withdrawal or maintenance delay is communicated to prospects instantly, protecting the brand’s reputation.
• • Master our tech stack: Zillow Premier Agent inbox, AppFolio CRM, Google Workspace, Calendly, RingCentral, and a proprietary SMS platform—be the internal champion who suggests automations and shortcuts.
• • Champion fair-housing compliance: script every conversation to meet federal, state, and local guidelines, and escalate any potential discrimination issues to compliance within the hour.
• • Participate in monthly virtual training sessions on market rents, new software features, and customer-experience best practices—then turn around and train new hires when we scale.
• • Contribute to seasonal marketing pushes—drafting SMS blasts for rent specials, updating Craigslist ads, and refreshing listing photoshoot briefs to keep our properties at the top of search results.
• • Bring a hospitality mindset: remember returning prospects’ names, send thank-you notes after every tour, and follow up 48 hours later to answer lingering questions—turning warm leads into signed leases.
• • Operate with autonomy from your home office, yet remain seamlessly integrated with a distributed team via Slack huddles, Monday.com boards, and end-of-day Loom video recaps.
• • Embrace a results-oriented culture: we care more about inquiry-to-lease conversion hitting 28% than about keystrokes per minute—bring creativity, empathy, and hustle to hit aggressive occupancy targets.