OPERATIONS SPECIALIST

4 weeks ago

Miami, United States Royal American Companies Full time

* Valid Driver's License required; Bilingual preferred.

Under the direct supervision of the Regional Vice President, the Operations Specialist is responsible for assisting as needed to provide leadership and direction to associates as assigned. They mentor and ensure all associates support the corporate mission and understand their role in achieving these established goals. The Operations Specialist supports and coaches associates to enhance individual and Community performance and provide excellent customer service to residents.

Incumbent is expected to have excellent attendance and communication skills, possess the ability to build lasting business relationships, and exhibit professionalism.

Essential Job Duties and Responsibilities:

This job description does not list all duties that will be required of this position. You may be required to perform other duties, as requested by your supervisor.

* Oversight, direction, and assistance of assigned property during and after office hours
* Supervise and provide training to community associates as requested
* Work with management to establish and meet clear objectives and goals for all workshops, activities, and projects
* Assist with property acquisitions as needed by Senior Management
* Adapt training methods and instructional materials to meet training needs
* Plan and conduct activities for a balanced program of instruction, demonstration, and work time that provides employees with opportunities to observe, question, and investigate materials and processes covered during training session
* Evaluate and report property performance as requested
* Report property performance and provide constructive feedback to improve performance
* Create positive, welcoming, supportive environment for residents, visitors, and community associates
* Attract, screen, and select prospective residents in accordance with federal, state, governing program laws and regulations utilizing the set Resident Selection Criteria
* Maintain knowledge and awareness of market conditions affecting leasing and operations
* Develop and execute effective marketing and advertising campaigns for apartment leasing
* Assist with development and implementation of resident services programming
* Maintain sound rent collection procedures, including following up with delinquent accounts
* Deliver rent deposits to bank and submit relevant documentation
* Oversee security deposit administration including inspecting units to determine resident's balance or refund, prepare disposition letters, and process security deposit returns
* Maintain familiarity with all procedures and requirements for accounts payable
* Maintain effective and efficient record-keeping
* Monitor landlord-tenant relations and mediate disputes when necessary
* Utilize maintenance software program to enter in and track service request, and regularly review maintenance reports
* Conduct walk-through and follow up for vendor's work on site
* Inspect apartments for move in condition and turn over status
* Inspect property grounds, office, community room(s) and all other amenities to ensure they are clean and maintained
* Ensure all contractors/vendors have approval from Vendor Compliance prior to performing any work on the property, once approved monitor the activities being performed

Knowledge, Skills and Abilities (KSAs):

* Ability to perform all functions of an on-site Administrative role
* Maintain cellular phone service and the ability to accept on-call requests for property's answering service and maintenance during hours when office is closed
* Strong leadership skills, communication skills, and decision-making abilities. Must be able to motivate portfolio and team members to accomplish company goals and expectations
* Requires the ability to perform and handle interruptions in a rapidly changing, multi-tasking environment in an appropriate manner
* Training and facilitation skills with a focus on adult learning principles and content understanding
* Work requires high attention and mental demands including the ability to prioritize and process information with accuracy and clarity
* Sound understanding of progressive multi-family management and operations as it relates to management of assets, personnel management, office operations, budgeting, and planning
* Must be able to provide excellent customer service and effectively and professionally communicate in e-mail, by phone, or in person, during course of the workday
* Superior interpersonal abilities. Ability to get along with diverse personalities, tactful, mature, flexible
* Professional communication skills, public speaking ability, resourceful, and well organized
* High degree of creativity, coupled with sound business judgment
* An aggressive self-starter, yet diplomatic to effectuate positive relations with subordinates and peers. Performance oriented and highly motivated to produce results
* Computer literacy
* Excellent written and oral communication skills
* Work flexible schedule, including evenings, weekends, and the ability to travel on short notice

Education and Experience:

* High School Diploma or Equivalent
* Property/ Community Manager state level license where required
* Minimum three (3) years property management experience preferred
* Proficiency in One Site preferred
* Computer literacy
* Experience in affordable housing, Tax Credit, HUD and/or Rural Development strongly preferred
* The following designations are preferred: ARM (Accredited Residential Manager), CAM (Certified Apartment Manager)

Physical Demands:

* Travel independently for the purpose of conducting property business. Must have a valid driver's license
* Work in an office environment for eight hours, daily
* Ability to accept on-call requests for property's answering service and maintenance during hours when office is closed
* Must be able to access all areas of the property's grounds and structures, including multilevel structures, with or without the aid of an elevator
* Able to work with at a computer for a minimum of 7 hours daily either standing or sitting
* Communicate effectively face-to-face, by phone, email, GoToMeetings and/or Zoom, Webinars, pre-recorded training sessions, through formal business writing, etc. with employees, superiors, colleagues, and individuals inside and outside the Company
* Effectively communicate with applicants, residents, vendors and supervisors in e-mail, by phone, or in person regarding day-to-day operations of the property

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