Job Title:  Operations Specialist

JOB SUMMARY:  Provides administrative support to ensure efficient operation of the properties and office.  Supports Regional Portfolio Manager(s) and site employees through a variety of tasks related to organization and communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein.  Additional duties or job functions may be required as deemed necessary by supervisory personnel.

• Responsible for answering and directing phone calls to the appropriate department


• Responsible for logging into and distributing messages from the phone system


• Responsible for the front desk – greet visitors, ascertain needs, and direct to the appropriate department/person


• Responsible for incoming mail – date stamp and distribute


• Responsible for outgoing mail – weekly mailing to the properties (if needed)


• Responsible for ordering office supplies for the Home Office, including kitchen and paper supplies


• Provides customer service for tenant relations by returning phone calls/emails and either resolving the issue or directing them to the appropriate person


• Responsible for maintaining community information in the Shared files (owner list, general community information, phone list, etc.)

• Responsible for tracking and renewing the following:
  
  
  
  
  • Broker licenses/CPM/IRMS for RPMs
  
  
  • Communities business licenses
  
  
  • Community pool licenses/permits
  
  
  • Community elevator permits/inspections
  
  
  
  


• Responsible for researching property invoices


• Responsible for setting up and distributing onboarding boxes


• Responsible for ordering name tags, badges, and business cards


• Responsible for ordering clocks and entry stickers


• Responsible for ordering & distributing labor law posters as needed


• Assists with property/portfolio events


• Assists with narratives – proofreading, research, etc.


• Open property credit accounts as needed/remove unauthorized personnel/close accounts when communities go offline (i.e. ePremium, HD Supply, office supplies, etc.)


• Assists with various reporting to ownership and agencies such as OHC packets, max rent reporting, and annual Multifamily Surveys


• Misc. administrative duties as needed

 

SUPERVISORY RESPONSIBILITIES:  This job has no supervisory responsibilities.