Centralized Business Manager - Property Management (Overhead) -

Mill Creek Residential•Boca Raton, FL

About The Position

The Business Manager – Centralized Services is responsible for delivering operational, financial, and compliance functions. This role centralizes essential processes such as invoicing, former resident management, vendor compliance, and regulatory oversight to ensure accuracy, timeliness, and alignment with company standards. The position partners closely with onsite teams and corporate departments to streamline operations and maintain consistency across all properties.

Requirements

Strong understanding of financial workflows, vendor compliance, former resident processes, and basic accounting concepts.
Familiarity with affordable housing programs, eviction procedures, and utility billing platforms (e.g., Conservice).
High attention to detail with the ability to manage competing deadlines across multiple communities.
Excellent communication skills and strong follow-up abilities.
Detail-oriented and process-driven
Strong time management and prioritization
Compliance-focused with high documentation accuracy
Effective communication and vendor management
Ability to work independently and drive results
Collaboration and cross-functional partnership

Nice To Haves

Experience in property management, centralized operations, or multi-site administrative support preferred.
Proficiency with property management systems, SoCi, Smartsheet, and Microsoft Office Suite is a plus.

Responsibilities

Manage vendor compliance processing, ensuring all vendors meet company, insurance, and regulatory requirements.
Oversee FMO (Former Resident Process), including move-out ledger reviews, charge application, refunds, and coordination with collection partners.
Complete invoice processing for all communities, including coding, routing, verification, and proactive vendor follow-up.
Lead the accrual process for anticipated invoices to support accurate monthly financial reporting.
Support the AME (Accounting Month End) closing process, ensuring deadlines are met and financial data is complete and accurate.
Manage retail tenant expense follow-up, including invoice collection, verification, and processing.
Oversee Conservice invoicing and follow-up, ensuring accuracy of utility billing and timely dispute resolution.
Handle eviction filing, including preparation of documents, submissions, and communication with legal partners.
Maintain affordable housing program compliance, ensuring all recertifications, income verifications, and documentation requirements are met.
Conduct collections follow-up with former residents, including coordination and status tracking with Hunter Warfield.
Manage SoCi review responses, replying to positive reviews and routing any follow-up items requiring action to the onsite Community Manager.
Conduct quarterly file audits on a sample of resident files at each community to ensure accuracy and compliance.
Maintain Smartsheet tracking at the community level, monitoring permits, inspections, expirations, and required updates.
Work closely with onsite Community Managers and corporate teams to support operational needs and ensure consistency across all four communities.
Serve as a centralized point of contact for vendors, third-party partners, and internal departments to resolve outstanding items promptly.
Provide regular reporting, updates, and follow-ups to ensure deadlines and compliance standards are met.