File Processor

Bear Property Management•Pleasant Prairie, WI

3d•Hybrid

About The Position

The Operations Administrator- File Processor is primarily responsible for processing resident files accurately and on time to support move-ins, recertifications (as applicable), and lease-up deadlines across the residential portfolio. This role also provides centralized support for lease-up readiness and pre-leasing activity up to 120 days prior to a project coming online, supports onsite teams through administrative coordination, oversees residential work order billing processes, updates weekly reporting, and assists at sites as needed to help communities achieve occupancy and operational goals.

Requirements

Minimum of three (3) years of experience in property management.
Working knowledge of affordable housing programs (LIHTC, HOME, HTF).
Strong leadership, communication, and organizational skills.
Proficiency in Microsoft Office Suite and property management software (e.g., RealPage, AppFolio).
Ability to travel regularly between assigned sites.

Responsibilities

Process applicant and resident files for LIHTC communities, ensuring documentation meets program requirements and internal quality standards.
Complete and/or support move-in certifications and other required resident file activity as assigned (e.g., initial certifications, student verification, income/asset verifications, third-party verifications, EIV/other tools if applicable to your overlays).
Review applications and supporting documentation for completeness, accuracy, and eligibility; identify and resolve missing/incorrect items promptly.
Coordinate with onsite teams to obtain verifications, signatures, clarifications, and supporting documentation to keep move-ins on schedule.
Maintain organized electronic and/or physical files; ensure proper naming, indexing, and retention per policy.
Support file audits and monitoring readiness by ensuring files are “audit clean,” correcting deficiencies, and tracking completion.
Provide remote and onsite processing support during high-volume periods, lease-ups, staffing gaps, or compliance catch-up needs.
Update and distribute weekly reports for assigned properties/projects (lease-up and/or stabilized), tracking file status and pipeline progress.
Maintain accurate trackers for applications received, files in process, pending items, approvals, projected move-ins, and issues blocking completion.
Communicate risks, trends, and bottlenecks to leadership and property teams with clear next steps.
Answer inbound pre-leasing phone calls and respond to lead inquiries in a professional, timely, customer-focused manner.
Maintain interest lists and lead tracking; support follow-up cadence to convert interest into appointments/applications when eligible.
Provide accurate information regarding anticipated availability, timelines, amenities, pricing (when approved), and next steps.
Coordinate with property teams to ensure consistent messaging and proper handoff once the property is live/onsite leasing begins.
Support lease-up success by completing administrative and logistical tasks that reduce onsite burden, including: Ordering permits for banners/signage as required by the municipality, Coordinating leasing trailers (ordering, setup timing, utilities/access needs, and vendor coordination), Partnering with marketing to order banners, flags, directional signage, and collateral, Assisting with ordering leasing, office, and move-in supplies, Coordinate marketing campaigns as directed by Marketing/Regional Manager.
Refresh/update online ads and listings as directed to ensure accuracy, compliance-friendly language, and consistent branding.
Travel to sites as needed to assist with file processing, application intake events, document collection, unit show support, and lease-up milestones.
Provide administrative coverage and support to help communities remain compliant and hit occupancy targets during peak periods.
Track and organize work order billing documentation for the residential portfolio, ensuring invoices and backup align with internal requirements.
Coordinate with site teams and vendors to obtain missing invoices, approvals, and supporting documentation.
Maintain status tracking and support month-end billing visibility as directed.

Benefits

401(k) with company match
Annual merit-based increases
Comprehensive medical, dental, vision, life insurance
Long-Term Disability
FSA and HSA options
Generous paid time off
8+ paid holidays
Short Term Disability
Accident, Critical Illness, and Hospital Indemnity
Ongoing education, leadership training, and advancement opportunities
Annual employee appreciation events, team outings, and company-wide recognition programs
Performance-based bonuses