Job Summary

We are seeking a highly organized, detail-oriented, and motivated Property Operations Specialist to support the daily operations of our multifamily property management portfolio. This position serves as a key administrative and operational resource by assisting the Property Coordinator and Property Managers with resident communication, leasing support, delinquency management, collections, and overall property operations.

The ideal candidate thrives in a fast-paced environment, possesses exceptional organizational skills, communicates professionally, and demonstrates a strong commitment to delivering excellent customer service while helping maximize occupancy, rent collections, and resident satisfaction.

Key Responsibilities

Resident & Administrative Support

Answer all incoming calls and direct inquiries to the appropriate team member while providing exceptional customer service.
Ensure all voicemails and resident inquiries are returned within one business day or sooner.
Serve as a primary point of contact for resident questions regarding rent, resident portals, maintenance requests, lease documentation, and general community information.
Maintain accurate tenant records within the property management software.
Support onboarding of newly acquired properties by organizing lease files, tenant information, rent rolls, utility information, and other operational documents.

Leasing Support

Maintain accurate online listings for all available and upcoming rental units.
Respond promptly to prospective resident inquiries regarding availability, pricing, amenities, fees, and community information.
Schedule and coordinate property tours as needed.
Process rental applications according to company screening criteria.
Prepare leases for electronic signature and coordinate all move-in documentation.
Assist with lease renewals by preparing renewal offers, tracking responses, and following up with residents.

Delinquency & Collections

Monitor daily delinquency reports and identify residents with past-due balances.
Contact residents regarding unpaid balances through phone calls, emails, text messages, and written notices in accordance with company policies.
Document all collection efforts thoroughly within the property management software.
Coordinate payment arrangements and ensure residents adhere to approved payment plans.
Work closely with Property Managers to reduce delinquency and achieve monthly collection goals.
Prepare delinquent accounts for eviction processing by ensuring documentation is accurate and complete.
Maintain accurate records of payment agreements, collection activity, and resident communications.
Assist in achieving company delinquency and accounts receivable performance goals while maintaining professionalism and positive resident relationships.

Required Skills

Strong organizational skills with exceptional attention to detail.
Excellent customer service and interpersonal communication skills.
Ability to prioritize multiple tasks while meeting deadlines.
Strong problem-solving and critical thinking abilities.
Professional written and verbal communication.
Ability to work independently while collaborating effectively within a team.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Experience using property management software (AppFolio experience preferred).
Ability to maintain confidentiality and professionalism when handling sensitive resident information.

Qualifications

High school diploma or equivalent required.
Associate degree or related coursework preferred.
One to three years of experience in property management, leasing, customer service, collections, or administrative support.
Previous multifamily property management experience preferred.
Experience with rent collections, delinquency management, or resident account management is highly desirable.

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