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Property Operations Coordinator

2 months ago

Dallas, Texas, United States University Partners Full time
Job Overview

Purpose of the Role:

The Operations Specialist plays a crucial role in overseeing various Management Services initiatives. Responsibilities may vary depending on specific projects, which can include supporting student housing facilities with management tasks, facilitating staff training and development, and aiding in the creation and dissemination of operational resources and training materials. Additionally, the role involves conducting market research and analysis as needed.

Main Responsibilities:

While on-site, the Operations Specialist will undertake the following property management duties, which may include but are not limited to:

  • Collaborating with the Community Manager to supervise the leasing team, ensuring adherence to company standards.
  • Assisting Leasing Consultants in apartment leasing while ensuring compliance with Fair Housing regulations.
  • Maintaining accurate lease files and digital records for the community.
  • Regularly meeting with the Community Manager and Market Director to address leasing challenges and community performance metrics.
  • Upholding the integrity of all community social media platforms.
  • Proposing marketing strategies and executing plans to meet leasing objectives.
  • Providing support to the Community Manager and effectively managing the community in their absence.
  • Handling rental collections, making bank deposits, and overseeing accounting functions, including enforcing delinquency policies.
  • Assisting in the preparation of monthly reports, reconciling and balancing accounts receivable.
  • Processing deposit refund requests and forwarding them to the corporate office as necessary.
  • Auditing records to identify key dates for administrative actions, such as lease expirations and delinquent accounts.
  • Implementing a proactive collection strategy to minimize delinquent rent and managing collection efforts for unpaid balances.
  • Issuing invoices for damages caused by residents to the property.
  • Collecting funds for returned checks due to insufficient funds or closed accounts.
  • Providing customer service to residents by answering calls and delivering messages.
  • Managing the process for assessing and communicating fines, fees, and miscellaneous charges to residents.
  • Supporting operations at properties experiencing staffing shortages or requiring staff development.
  • Preparing and monitoring the operating budget and generating reports on property status, including variance and occupancy reports.
  • Supervising all management activities for the property.
  • Reporting to the Director of Operations and/or the Regional Manager overseeing property operations.

Training and Development:

  1. Serving as a resource for property staff, addressing inquiries regarding corporate standards, policies, and procedures.
  2. Delivering ongoing training to all on-site personnel.

Qualifications:

  • Proficient in reading, analyzing, and interpreting business publications, professional journals, and governmental regulations. Capable of writing reports, business correspondence, and procedural manuals. Able to effectively present information and respond to inquiries from groups of managers, clients, customers, and the public.
  • Competent in performing calculations related to discounts, interest, commissions, proportions, percentages, and other basic algebraic functions. Able to read and comprehend operating statements and budgets.
  • Skilled in problem-solving and managing conflicting priorities while ensuring smooth community operations. Capable of interpreting various instructions in written, oral, diagram, or schedule form. Able to interact with residents in a professional and empathetic manner, demonstrating a solid understanding of customer service principles.
  • Composed and able to function effectively during crises or emergencies.
  • Computer literate with knowledge of Microsoft Word, Excel, and Entrata.
  • Exhibiting a high degree of professionalism and demeanor.
  • Firm, fair, and consistent in approach.
  • Possessing strong listening and communication skills.
  • Demonstrating effective time management and negotiation skills.
  • Willingness to work weekends and overtime as required.
  • Capable of maintaining confidentiality.
  • Bachelor’s degree from an accredited institution or equivalent experience in a related field.
  • Previous experience as a Community Manager in the student housing sector is preferred.

Travel Requirements:

  • The Operations Specialist will primarily be based in a designated location but may require travel as necessary.
  • Adherence to travel guidelines and expense policies is expected.

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