1. Daily Organization & Time Management


Job Duty: Start each day organized, informed, and prepared to respond to prospects and residents.


Required Actions

  • Log into PropertyBoss daily
  • Review PropertyBoss Today
    • Activities Due
    • New Prospects
    • Expiring Leases
    • Scheduled Move‑Ins
  • Prioritize follow‑ups and appointments
  • Confirm any scheduled showings or move‑ins for the day


Success looks like: No missed follow‑ups and no surprises.

 

2. Prospect Management & Lead Follow‑Up


Job Duty: Respond to, track, and nurture all leasing prospects.


Required Actions

  • Create or open a Prospect record
  • Review prospect Details, Contacts, and Notes
  • Log every interaction:
    • Calls
    • Emails
    • Showings
  • Create an Activity for each interaction
  • Always set a Follow‑Up Date


Success looks like: Every prospect has current notes and a next step.


3. Scheduling & Conducting Showings


Job Duty: Schedule, conduct, and document unit showings accurately.


Required Actions

  • Schedule showings from the Prospect record
  • Verify unit availability before confirming
    • Check unit status, rent, and available date
  • Conduct the showing
  • Log the showing result:
    • Application sent
    • Hold requested
    • Not interested
  • Set the next follow‑up activity


Success looks like: No double‑booked units or missed availability promises.

 

4. Applications & Screening


Job Duty: Guide prospects through the application process and track screening results.


Required Actions

  • Convert prospect to applicant
  • Enter or confirm application details
  • Submit screening (if enabled)
  • Monitor screening status:
    • Pending
    • Approved
    • Conditional
    • Declined
  • Add notes for conditional approvals or exceptions
  • Communicate next steps to the applicant


Success looks like: No applicant moves forward without proper screening status.


5. Lease Creation


Job Duty: Create accurate and complete leases for approved applicants.


Required Actions

  • Create a New Lease
  • Select the correct unit
  • Verify lease start and end dates
  • Add all tenants and guarantors
  • Select correct lease type
  • Save and review lease details


Success looks like: Correct unit, dates, occupants, and lease terms every time.


6. Recurring Charges Setup


Job Duty: Ensure all rent and recurring charges are set up correctly.


Required Actions

  • Add recurring charges to the lease:
    • Rent
    • Monthly fees
    • Utilities (if applicable)
  • Confirm:
    • Correct amount
    • Frequency
    • Posting date
  • Verify charges will post correctly


Success looks like: Charges post on time without corrections.


7. Security Deposit Recording


Job Duty: Record security deposits accurately according to policy.


Required Actions

  • Add deposits to the lease
  • Select correct deposit type
  • Confirm deposit amount
  • Verify correct holding account
  • Review deposit entry for accuracy


Success looks like: Deposits are properly recorded and auditable.


8. Executing Move‑Ins


Job Duty: Complete move‑ins accurately and on schedule.


Required Actions

  • Execute move‑in on the lease
  • Confirm move‑in date
  • Verify opening balances
  • Ensure initial charges are posted or scheduled
  • Log a welcome or move‑in Activity


Success looks like: Residents start with accurate balances and access.


9. Resident Portal Setup & Communication


Job Duty: Ensure residents are set up to use the resident web portal.


Required Actions

  • Send portal registration invitation
  • Confirm email address
  • Resend invite if needed
  • Instruct resident to check spam
  • Document that portal access was sent


Success looks like: Residents can view balances and make payments online.

 

10. Lease Transfers (Unit Changes)


Job Duty: Assist with unit transfers according to company policy.


Required Actions

  • Verify balances on the current lease
  • Follow office transfer procedures
  • Create new lease or update existing records as instructed
  • Carry over deposits only if policy allows
  • Document all transfer decisions in Activities


Success looks like: Clean transfers with no balance confusion.


11. Renewals


Job Duty: Support lease renewal processes.


Required Actions

  • Monitor expiring leases
  • Send renewal offers as directed
  • Track renewal communication in Activities
  • Renew the lease when accepted
  • Update rent and charges
  • Verify new lease terms


Success looks like: Timely renewals with accurate pricing.

 

12. Move‑Out Coordination (Leasing Role)


Job Duty: Support the move‑out process without violating accounting controls.


Required Actions

  • Schedule move‑out inspections
  • Log final communications
  • Coordinate with APM or Property Manager
  • Ensure final charges are entered
  • Do not return deposits without approval


Success looks like: Move‑outs are clean, documented, and compliant.


13. Communication & Documentation Standards


Job Duty: Maintain clear, professional documentation.


Required Actions

  • Log all communications in Activities
  • Use professional language in resident notes
  • Record internal explanations clearly
  • Document all exceptions and approvals


Success looks like: Any team member can understand what happened by reading the record.


14. End‑of‑Day Accountability


Job Duty: Leave PropertyBoss current and accurate at the end of each day.


Required Actions

  • Complete activity logging
  • Set tomorrow’s follow‑ups
  • Update prospect and lease statuses
  • Review PropertyBoss Today one last time


Success looks like:  Another agent could step in seamlessly tomorrow