Portfolio Operations Coordinator - New York, NY 10017

Rose Associates Inc.•New York, NY

4d•Onsite

About The Position

The Portfolio Operations Coordinator supports the Director in overseeing the physical operations, maintenance execution, and overall presentation of a multi-site portfolio of luxury multifamily properties throughout New York City. This role partners closely with senior leadership to assist in developing and implementing portfolio-wide standards while ensuring consistency, operational efficiency, and a high-quality resident experience across all assets. The position is highly field-oriented, with a strong emphasis on property inspections, team leadership, and execution of day-to-day operational priorities, while also contributing to portfolio-level initiatives and performance goals.

Requirements

Bachelor’s degree in business, real estate, finance, or related field, or equivalent experience.
7+ years of multifamily property management experience, including multi-site portfolio exposure.
Experience overseeing luxury or Class A multifamily properties, preferably in NYC.
Strong knowledge of building systems, maintenance operations, and construction oversight.
Financial acumen with experience in budgeting, reporting, and variance analysis.
Proficiency in navigating computers and property management software, to include Microsoft Office include iLuvLeasing, On-Site, and Yardi.
Understanding of marketing trends, budgeting and reporting, including strong financial skills with knowledge of GAAP.
Valid NYS real estate license or ability to obtain one within the first 120 days of employment. All active license holders must register their license with Rose Associates upon hire.
Work authorization (required)
Must be available to work weekends (Saturdays and Sundays) as needed

Responsibilities

Collaborate with senior leadership to develop and refine portfolio-wide standards for customer service, cleanliness, building appearance, signage, and resident-facing spaces.
Translate standards into clear procedures, inspection criteria, and actionable tools for on-site teams.
Provide field-based feedback to continuously improve standards based on real-world conditions.
Ensure consistent implementation of brand and operational standards across all properties.
Conduct regular property inspections to ensure assets are clean, well-maintained, and free of deferred maintenance or presentation issues.
Identify deficiencies and partner with on-site teams to ensure timely resolution.
Coordinate with Director to oversee building systems, maintenance operations, and preventative maintenance programs.
Uphold luxury-level presentation standards across all properties.
Support on-site teams including Resident Managers, and maintenance staff.
Assist with recruiting, onboarding, training, and performance management, including identification of staffing gaps, training needs, and performance issues, escalating as needed.
Work with Director to establish clear expectations, goals, and accountability measures.
Foster a culture of professionalism, responsiveness, and attention to detail.
Help ensure compliance with company policies, procedures, and regulatory requirements.
Collaborate with internal departments including leasing, compliance, and accounting.
Build strong resident relationships, address concerns promptly, and support retention initiatives.
Respond to emergencies and provide after-hours support as needed.
Assist in managing vendor insurance compliance.
Contribute to the development and management of operating budgets and forecasts.
Support portfolio-wide initiatives such as standardization efforts, vendor transitions, and operational upgrades.
Coordinate execution of approved projects across properties and track progress.
Assist with data collection, reporting, and documentation related to portfolio performance and initiatives.
Must travel between properties to be present on-site and be able to move throughout the buildings to address building related matters, including exceptional communication skills to meet with tenants, staff, vendors and visitors.
Ability to ascend and descend stairs and be comfortable with exposure to varying environmental climates and circumstances.
Position may be required to perform duties outside their normal responsibilities as needed.