Operations Specialist
About The Position
The Operations Specialist plays a critical role in supporting the Property Management organization through operational leadership, process administration, business development support, and team engagement initiatives. This position serves as a central resource for Property Managers, Property Administrators, Directors, and Operational Leadership by ensuring portfolio-related processes are executed efficiently, system access and compliance requirements are managed, and key reporting is delivered accurately and on time. The Operations Specialist is responsible for driving consistency across the portfolio, supporting talent development, improving operational processes, coordinating client relationship initiatives, and maintaining the tools, systems, and resources necessary for successful property management operations.
Requirements
- Bachelor's degree in Business Administration, Real Estate, Finance, or a related field preferred.
- 3+ years of experience in property management, operations, business administration, or a related field.
- Experience supporting multiple stakeholders in a fast-paced environment.
- Strong financial, administrative, and organizational skills.
- Proficiency with Microsoft Office Suite, particularly Excel.
- Experience working with property management systems such as Yardi, MRI, Nexus, ServiceEdge, or similar applications preferred.
Responsibilities
- Provide coaching, mentorship, and training support to Property Administrators.
- Coordinate onboarding and structured training for new team members.
- Support account transitions and turnover activities.
- Monitor corporate accounts receivable.
- Coordinate corrective actions with internal and external stakeholders.
- Support Property Managers by providing invoice documentation and backup materials.
- Manage the corporate FedEx account, including reconciliation, allocation, and reimbursement tracking.
- Assist in mitigating financial risk through proactive tracking and follow up.
- Identify recurring billing, reporting, and system-related issues.
- Document, track, and resolve operational discrepancies.
- Process application access requests and terminations for platforms including MRI, Yardi, Nexus, ServiceEdge, and Predict AP.
- Conduct quarterly Yardi user audits.
- Manage annual Yardi and MRI license fee billing processes.
- Recommend and implement process improvements to strengthen controls and efficiency.
- Assist Directors in developing and executing Client Relationship Plans.
- Coordinate client engagement activities and meetings.
- Track client relationship initiatives and measure outcomes.
- Manage and monitor client relations budgets.
- Support proposal development through coordination of operational and property information.
- Maintain current staff biographies, photographs, and marketing materials.
- Provide portfolio analytics and comparable property data to support business development efforts.
- Create and manage OPEX comparative analyses for budget and actual performance reviews.
- Track proposal activity, PMA workflows, and business development metrics.
- Track cross-selling opportunities, pursuits, wins, and outcomes.
- Prepare reports that support strategic portfolio decision-making.
- Compile annual TI & BI spend of managed properties for PDS compilation of fees.
- Maintain portfolio summary and assignment reporting.
- Maintain accurate staff biographies and organizational information.
- Produce quarterly compliance scorecards and monthly property management reporting.
- Support users with system navigation and documentation resources.
- Coordinate ServiceEdge approvals and application access administration.
- Maintain Yardi contact updates and related system records.
- Manage property file structures and document management folders.
- Create, move, and organize property records within shared drives.
- Coordinate office mail distribution and department administrative support.
- Procure office supplies and operational resources.
- Coordinate quarterly Property Management meetings and town halls.
- Plan and execute team engagement events and activities.
- Manage event logistics, scheduling, vendors, and communications.
- Maintain employee anniversary and birthday recognition programs.
- Support initiatives that promote collaboration, engagement, and organizational culture.
- Promote team wins and engage with social media platforms.
Benefits
- health, vision, and dental insurance
- flexible spending accounts
- health savings accounts
- retirement savings plans
- life, and disability insurance programs
- paid and unpaid time away from work
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
