Portfolio Operations Coordinator
About The Position
Trinity Management, LLC is seeking a detail-oriented Portfolio Operations Coordinator to provide operational and administrative support to the Regional Director and its affordable and mixed-income housing portfolio. The role supports efficient portfolio operations by coordinating projects, maintaining accurate records, tracking deadlines, and working with property teams and corporate departments. The coordinator supports portfolio operations, regional projects, affordable housing and compliance activities, reporting, communications, and administrative work. The position involves coordinating meetings and site visits, preparing materials and status updates, tracking follow-up items and project deadlines, compiling portfolio information and performance reports, maintaining spreadsheets and KPI trackers, and handling confidential information with discretion.
Requirements
- Two or more years of experience in administrative coordination, property management support, affordable housing, project coordination, or a related field is preferred.
- Strong organizational, time-management, and follow-up skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to manage multiple tasks and deadlines.
- Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
- Ability to work independently while collaborating effectively with multiple teams.
Nice To Haves
- Experience working with multifamily housing, property management teams, vendors, clients, or corporate departments is preferred.
- Experience with property management or affordable housing software, such as Yardi, is preferred.
Responsibilities
- Maintain portfolio trackers, reports, contracts, correspondence, and other operational records.
- Coordinate regional meetings, site visits, inspections, and operational reviews.
- Prepare meeting agendas, materials, notes, action items, and routine status updates.
- Gather and organize information from property teams and corporate departments for leadership review.
- Track follow-up items related to meetings, inspections, client requests, compliance, staffing, and operational issues.
- Communicate routine requests and updates among the Regional Director, property teams, corporate departments, clients, and vendors.
- Escalate overdue, incomplete, or time-sensitive items to the Regional Director.
- Support regional projects and initiatives under the direction of the Regional Director or project lead.
- Maintain project timelines, task lists, milestones, supporting documentation, and deliverables; follow up with responsible parties on upcoming and overdue deadlines.
- Prepare routine project status updates using established templates.
- Coordinate support for property transitions, renovations, technology implementations, audits, inspections, and client requests.
- Assist with preparation for compliance reviews, management reviews, client meetings, and audits.
- Compile portfolio information on occupancy, collections, compliance, work orders, staffing, and capital projects for leadership review.
- Support property teams in gathering and organizing documentation for operational and compliance reviews.
- Compile regional performance reports using established formats and source information.
- Support monthly, quarterly, and annual reporting by gathering information, checking completeness, and following up on missing items.
- Create and maintain spreadsheets, dashboards, presentations, and summary materials as needed.
- Prepare materials for client meetings, regional meetings, and property reviews.
- Maintain key performance indicator (KPI) trackers and identify items requiring follow-up.
- Coordinate and standardize routine resident communications.
- Draft correspondence, presentations, memos, and meeting materials for review.
- Attend assigned meetings, take notes, and distribute approved decisions and action items.
- Maintain follow-up logs and send reminders regarding outstanding commitments.
- Handle sensitive and confidential information with discretion.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
