Operations Support Manager
1 month ago
**Summary**
As the Operations Support Manager,you will support initiatives that drive company culture, values, branding, and development activities strategically linked to the organization’s mission and vision. The position works with the Senior Director of Property Management to review, develop, and implement strategies that support and drive the success of all properties in the company’s portfolio.
**Essential Duties and Responsibilities include the following but are not limited to**:
**Operations Support**
- Oversight of the overall direction, coordination, and evaluation of all properties/sites. Visits properties on a regular schedule to ensure compliance in properties’ performance, including occupancy and leasing goals
- Ensures all properties are in excellent physical condition by inspection, in conjunction with Regional Managers and property management staff
- Research, investigate, analyze multifamily housing industry trends and developments, and prepare recommendations for senior management
- Participate in formulating and administering company policies and procedures, and assist with developing long range goals & objectives
- Assist with development and implementation of strategies for improving operational efficiency and effectiveness.
- Assist with development and implementation of ESG strategies based on company goals.
- Conduct P-Score inspection at all properties once per quarter. Review all monthly P-Score reporting for comparison and prepare reporting and develop action plan on deficiencies to present to Senior Director of Property Management and for coordination with General Managers.
- Assist in obtaining vendor bids by procuring RFPs/bids, reviewing and making a recommendation on vendor selection, and overseeing contract procurement.
- Complete timely review and processing of vendor invoices to ensure accurate services were provided prior to payment
- Collaborate with Culture and Development Manager to review and identify training & development opportunities. Assist in developing and implementing new training strategies.
- Work closely with software support to evaluate and analyze property management software to identify areas of improvement or gaps in software needs.
**Property Maintenance**
- Evaluate preventative maintenance programs, in coordination with Regional & Area Maintenance Supervisors
- Conduct property walks with Regional Managers, Maintenance Supervisors and General Managers to ensure all properties consistently meet standards, including curb appeal, cleanliness, asset preservation, state of repair, and safety and security standards.
- Conduct OSHA / Cal/OSHA safety inspections and make recommendations for improvement
- Monitor and ensure preventative maintenance work and resident service requests are being managed according to company requirements.
- Review and manage Sightplan to ensure all required weekly/monthly/annual inspections are being executed.
- Evaluate maintenance operations periodically to determine cost efficiency.
- Make recommendations for physical repairs, replacements, and improvements.
- Monitor purchases of routine supplies and materials, ensuring expenses are within allocated budget amounts.
**Administration**
- Assist Director of Compliance with vendor management and Vendor Café compliance.
- Assist with onboarding new properties, including review and implementation of strategies for optimal long-term property performance.
- Assist with software set up requests for all required vendors for new properties.
- Assist with the completion of Energy Star set up forms for new & lease-up properties.
- Assist in developing and implementing file audit review process for properties
- Conduct property file audit checklist reviews to ensure proper resident qualification and screening processes are being followed in accordance with standard company policies and procedures.
- Review resident refund reporting to ensure specified legal requirements have been met
Other duties, as required and/or assigned.
**Professional Requirements**
- Minimum 3+ years of operational or project management experience in a highly structured process-driven environment and/or a combination of education and 2+ years’ experience.
- Knowledge and experience with OSHA / Cal/OSHA safety regulations strongly preferred.
- Proven ability to direct maintenance and care of properties, lead by example; and assist with recommendations for improvement.
- Knowledge of the multifamily housing industry and applicable federal, state and local government regulations preferred.
- Excellent verbal and written communication skills and attention to detail.
- Good organizational skills, ability to work efficiently under pressure to manage multiple tasks and prioritize for completion.
**Physical Requirements**
- Must be able to regularly travel to multiple property locations daily/weekly/monthly within assigned portfolio as well as company meetings and conferences which may include air travel.
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