Operations Specialist

Granite•Blacksburg, VA

9d•Onsite

About The Position

The Operations Specialist supports the Operations Manager with the daily execution and administration of operations for an assigned market. Based in the Blacksburg, Virginia office, this role coordinates vendors, turns, inspections, lease-compliance follow-up, resident communications, invoices, and operating records to ensure work is completed accurately and on time. The specialist works under the Operations Manager’s direction, promptly communicates progress and concerns, and represents the organization with humility, integrity, accountability, and professionalism. The specialist may coordinate approved work, communicate schedules and approved information, document conditions, and follow established procedures. Operations Manager approval is required before selecting a vendor, assigning a contract, committing the company to unapproved work, pricing, or material scope changes, approving invoices or security-deposit determinations, taking lease-enforcement actions, making policy exceptions or other material financial or resident decisions, or communicating a final position on escalated matters involving significant financial, legal, safety, or reputational risk.

Requirements

Strong written and verbal communication, organization, documentation, follow-up, and problem-solving skills.
Ability to manage multiple priorities, meet deadlines, use sound judgment, and escalate issues appropriately.
Comfort working with residents, guarantors, vendors, inspectors, and internal teams in routine and difficult situations.
Working knowledge of standard office software and ability to learn property-management, work-order, and document-management systems.
Organized, dependable, attentive to detail, committed to follow-through, collaborative, service-minded, adaptable, and willing to help across assignments.
Calm, tactful, and professional when faced with adversity or confrontation; operates with humility, integrity, and accountability.

Nice To Haves

Two to three years of property management, facilities coordination, vendor coordination, or related operations experience is preferred; relevant transferable experience may be considered.

Responsibilities

Carry out Operations Manager priorities and assignments, maintaining task lists, status updates, records, and follow-up through completion.
Coordinate with Property Management, Maintenance, Leasing, Accounting, residents, guarantors, and vendors to keep market work moving.
Prepare routine reports and meeting updates on turns, inspections, vendor activity, lease-compliance matters, invoices, and unresolved issues.
Identify and promptly escalate delays, quality concerns, policy questions, cost changes, resident-impacting issues, and other risks.
Assist with defining vendor scopes of work, requesting and organizing competitive bids, comparing vendor information, and preparing recommendations for the Operations Manager.
Collect and track vendor documents, including W-9 forms and certificates of insurance, and report missing or expired items before work begins.
Schedule and coordinate approved seasonal, ongoing, turn, and as-needed vendor work; serve as a primary day-to-day contact for local vendors.
Monitor vendor arrival, progress, quality, and completion; document deficiencies and coordinate corrections under the Operations Manager’s direction.
Review invoices for completeness, coding, supporting documentation, and alignment with approved work, and submit them to the Operations Manager for approval.
Assist with sourcing and scheduling qualified cleaners, painters, carpet vendors, inspectors, and other approved turn resources.
Perform and document move-out and quality-control inspections using approved standards, forms, photos, and timelines.
Help schedule, train, and coordinate local move-out inspectors during high-volume periods as assigned by the Operations Manager.
Track turn schedules, readiness dates, costs, open items, and vendor performance; promptly escalate delays, scope changes, or quality concerns.
Research and prepare information for itemized security-deposit reconciliation inquiries; communicate approved responses in coordination with the Operations Manager.
Schedule and attend city, state, and other required inspections and follow-ups; maintain documentation and track corrective work to closure.
Inspect and document resident complaints, unit-condition concerns, and potential lease violations using approved procedures.
Prepare and deliver approved resident notifications regarding vendor access, building work, warnings, fines, or compliance requirements.
Communicate professionally with residents and guarantors, document interactions, and escalate disputes, sensitive matters, and exceptions to the Operations Manager.
Maintain accurate electronic and physical records for vendors, projects, inspections, turns, notices, photos, invoices, and communications.
Attend and contribute to scheduled Operations meetings; complete assigned follow-up and share relevant market information.
Provide flexible support across operations assignments and work additional hours during high-volume periods when required.
Perform other related duties as assigned by the Operations Manager.