Portfolio Operations Coordinator - Real Estate Management

Admiral Communities•Knoxville, TN

10h•Onsite

About The Position

Admiral Communities is seeking a highly organized, analytical, and technology-driven Portfolio Operations Coordinator to support its growing real estate portfolio. This position plays a critical role in maintaining portfolio data integrity, coordinating lender reporting and commercial real estate refinances, tracking park-owned home inventory, monitoring capital projects, and ensuring leadership has accurate information to make informed business decisions. This is an excellent opportunity for someone who enjoys creating order from complexity, building systems, improving processes, and working closely with executive leadership. The Portfolio Operations Coordinator serves as the administrative and reporting hub for our multi-state real estate portfolio. This position supports executive leadership by maintaining accurate portfolio information, coordinating lender reporting and commercial real estate refinances, tracking park-owned home inventory, monitoring capital projects, maintaining corporate records, and ensuring the integrity of operational data across multiple business systems. The ideal candidate is exceptionally organized, detail-oriented, analytical, proactive, and enjoys solving problems before they impact the business.

Requirements

Associate's or Bachelor's degree in Business, Finance, Accounting, Real Estate, Property Management, or a related field preferred.
Three or more years of experience in commercial real estate, property management, portfolio administration, banking, loan administration, construction administration, accounting support, operations coordination, or project coordination.
Experience supporting a multi-property or multi-entity portfolio preferred.
Strong proficiency with Microsoft Excel, Microsoft Word, Microsoft Outlook, Adobe Acrobat, and Google Workspace.
Experience using Rent Manager, Asana, Yardi, AppFolio, or similar property management and project management software preferred.
Experience working with financial statements, rent rolls, occupancy reports, lender reporting, or portfolio reporting is highly desirable.
Exceptional organizational, analytical, and problem-solving skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
A valid driver's license is required.

Nice To Haves

Candidates with experience in one or more of the following industries are strongly encouraged to apply: Commercial Real Estate. Property Management. Manufactured Housing. Multifamily Housing. Banking or Loan Administration. Construction Administration. Portfolio Administration. Operations Management. Accounting or Financial Administration.

Responsibilities

Maintain the accuracy and integrity of portfolio information across Rent Manager, Asana, Google Workspace, Microsoft Excel, and other company systems.
Prepare recurring executive reports on occupancy, collections, park-owned home inventory, capital projects, vacancies, utility recovery, and other portfolio performance metrics.
Audit operational data for completeness, consistency, and accuracy before distributing executive reports.
Produce weekly exception reports highlighting overdue projects, aging vacancies, stalled home rehabs, missing documentation, and operational risks.
Reconcile discrepancies between operational, accounting, and reporting systems.
Develop and maintain standardized reporting procedures, naming conventions, and data management standards.
Work with Operations, Accounting, and Property Management teams to improve reporting accuracy and data quality.
Maintain the company's centralized park-owned home inventory database.
Track each home's lifecycle including vacancy, rehab, setup, marketing, lease-up, sale, demolition, and occupancy.
Monitor inventory aging and identify stalled homes requiring management attention.
Coordinate inventory updates with Regional Managers, Community Managers, and Operations.
Prepare recurring inventory reports for leadership.
Coordinate quarterly, annual, and ad hoc lender reporting packages.
Gather rent rolls, financial statements, occupancy reports, insurance certificates, and supporting documentation.
Maintain loan files and lender reporting calendars.
Track loan maturities, reserve accounts, escrow balances, covenant reporting, and required reporting deadlines.
Ensure lender requests are completed accurately and on time.
Coordinate documentation required for commercial real estate refinances.
Maintain refinance checklists, document repositories, and lender request logs.
Coordinate with lenders, attorneys, title companies, insurance providers, accountants, and operations teams.
Track appraisals, surveys, engineering reports, environmental reports, and other third-party requirements.
Monitor outstanding lender conditions through closing.
Maintain records for all LLCs, ownership entities, and property files.
Track annual reports, business licenses, Secretary of State filings, registered agents, and other required corporate filings.
Maintain corporate organizational documents.
Ensure filing deadlines and corporate records remain current and organized.
Maintain capital improvement tracking reports.
Monitor project budgets, schedules, invoices, and completion milestones.
Organize project documentation, contracts, warranties, permits, and closeout files.
Assist with reserve draw requests and reimbursement documentation.
Coordinate insurance renewals and maintain property schedules.
Track certificates of insurance, endorsements, claims, and lender insurance requirements.
Maintain property tax records and renewal calendars.
Reconcile insurance schedules with company asset records.
Maintain organized electronic files for properties, loans, insurance, entities, contracts, and corporate records.
Ensure executed documents are properly stored and easily retrievable.
Support lender reviews, audits, insurance renewals, and executive document requests.