Property Operations Administrator

Extell Development Company•Louisville, KY

2d•Remote

About The Position

The Property Operations Administrator provides centralized administrative and operational support for Extell-managed residential properties. The position handles invoice processing, utility-account review, resident inbox management, move-in and move-out documentation, reporting, procurement research, recordkeeping, final move-out statements, delinquency management, and correspondence. The role works with property managers, resident managers, leasing, accounting, vendors, and residents to ensure information is accurate, organized, documented, and routed for timely action. This is a remote support position and does not replace on-site property management, building inspections, direct staff supervision, or duties requiring physical presence at a property. The administrator codes invoices in Yardi, reviews utility invoices and account status, supports recurring-charge templates, and prepares invoice, payment, delinquency, rent-roll, and budget-variance documentation. The role monitors and manages shared property inboxes, responds to routine resident administrative inquiries, routes requests to appropriate contacts, and helps create and track maintenance work orders. The position supports resident move-ins and move-outs by communicating procedures, collecting required records, tracking outstanding documentation, maintaining electronic resident and unit files, updating designated systems, and preparing final move-out statements for review and processing. It also prepares recurring operational reports, maintains organized electronic records, researches procurement options, maintains vendor documentation, prepares delinquency notices and correspondence, and coordinates administrative workflows across property teams. The role requires confidentiality, adherence to company procedures and approval controls, and regular communication with the direct manager about workload, priorities, and issues requiring escalation.

Requirements

At least two years of property management and residential operations experience.
Bachelor’s degree preferred; relevant property management, real estate, accounting, administrative, or customer service experience may be considered in lieu of a degree.
Exceptional attention to detail and accuracy in invoice coding, allocation calculations, recordkeeping, and report preparation.
Strong organization, prioritization, and follow-through across high-volume, deadline-driven workflows.
Clear and professional written and verbal communication with residents, vendors, and internal partners.
Ability to distinguish routine matters from issues requiring escalation or on-site response.
Sound judgment, discretion, and commitment to confidentiality.
Ability to work independently in a remote environment while maintaining consistent communication and accountability.
Service-oriented approach and ability to manage multiple requests calmly and professionally.

Nice To Haves

Experience with Yardi or a comparable property-management system.
Proficiency in Microsoft Excel, Word, Outlook, OneDrive, and PDF preparation or similar resident platforms.
Experience handling invoice coding, resident records, reporting, document management, or utility billing.

Responsibilities

Code invoices in Yardi with the appropriate property, account, and supporting documentation, and route entries for review and approval.
Review invoices for completeness, consistency with contracts or recurring charges, and apparent discrepancies; escalate exceptions.
Review and process Con Edison invoices by checking unit status and calculating appropriate expense, receivable, and deposit allocations.
Maintain utility-account status as units transition between vacant, leased, and occupied status, and communicate required changes or exceptions.
Pre-code or maintain recurring-charge templates for contracted monthly expenses.
Prepare documentation and reports supporting invoice, payment, delinquency, rent-roll, and budget-variance follow-up.
Monitor, organize, and respond to the shared property inbox during the business day using established service standards and approved templates.
Answer routine resident administrative questions and triage, route, and track incoming messages through resolution.
Convert resident maintenance requests into complete work orders by gathering details, guiding residents through submission, or entering requests in the designated system.
Document resident requests and complaints accurately, protect confidential information, and communicate professionally with residents, vendors, and coworkers.
Send welcome communications and move-in instructions; collect and track utility-account evidence, mover documentation and deposits, renter’s insurance, and other requirements.
Follow up on incomplete move-in submissions and maintain status trackers for outstanding requirements.
Organize documents in OneDrive and upload complete records to Yardi or other designated systems.
Create and maintain electronic resident and unit files, including leases, authorizations, acknowledgments, permissions, insurance documents, and other approved records.
Create or update resident profiles in designated platforms, including BuildingLink, when assigned and supported by complete source information.
Pull leasing, property, and resident data from approved systems; transfer data to Excel, format reports, convert files to PDF, and prepare supporting materials.
Prepare assigned recurring operational reports, including rent-roll and leasing reports, and flag discrepancies or stale information for management review.
Maintain management activity records, provide status updates, and maintain organized electronic filing systems for property records and transactional documents.
Research supplies and orders, obtain and document at least three comparable pricing options when required, and present findings to the authorized decision-maker.
Maintain vendor and tradesperson records, contracts, contact information, certificates of insurance, and supporting documentation.
Prepare delinquency notices, certified-mail letters, envelopes, mailing lists, and supporting records for review and execution; coordinate mailing through designated channels.
Assist with vendor communications about invoices, billing questions, documentation, scheduling information, and payment status, escalating matters outside the role’s authority.
Draft resident, vendor, and property communications for manager review when approval is required.
Coordinate administrative workflows across property management, resident management, leasing, accounting, and other departments.
Maintain confidentiality and follow company policies, document-retention practices, approval requirements, and security procedures.
Keep the direct manager informed of workload, priorities, recurring issues, and assignments requiring escalation; perform other assigned remote administrative duties related to residential property operations.
Review delinquency reports and resident ledgers, identify outstanding balances, and flag discrepancies for review.
Prepare and distribute approved delinquency notices and account statements according to established timelines, templates, and escalation procedures.
Record notices, resident communications, payment commitments, supporting documents, and follow-up activity in the designated system.
Coordinate with residents, property teams, and accounting regarding payment status, ledger questions, and documentation; refer disputes, legal matters, and exceptions to management.
Track delinquent accounts through resolution and provide recurring status updates and escalation reports.
Provide residents with approved move-out procedures, checklists, scheduling requirements, and applicable building rules.
Collect and track notices to vacate, forwarding information, mover certificates of insurance, elevator reservations, deposits, and other move-out documentation.
Coordinate move-out administration with residents, leasing, property staff, accounting, and designated on-site personnel.
Update resident and unit records in Yardi, BuildingLink, OneDrive, and other designated systems, including forwarding addresses, move-out dates, and supporting documentation.
Compile final account information, charges, credits, inspection documentation, and supporting records for management and accounting review.
Prepare and process final move-out statements after required approvals, maintain closeout records, and escalate disputes or exceptions to the property manager.