Operations Specialist

About the role

The Operations Specialist supports the Operations Manager with the daily execution and administration of operations for an assigned market. This role coordinates vendors, turns, inspections, lease-compliance follow-up, resident communications, invoices, and operating records so work is completed accurately and on time.

Responsibilities

• Operational Support and Coordination
• Carry out priorities and assignments established by the Operations Manager; maintain task lists, status updates, records, and follow-up through completion.
• Coverage of operational tasks such as vendor coordination, turns and move-out support, inspections, lease compliance, and resident communication.
• Maintain accurate electronic and physical records for vendors, projects, inspections, turns, notices, photos, invoices, and communications.
• Attend and contribute to scheduled Operations meetings; complete assigned follow-up and share relevant market information.
• Provide flexible support across operations assignments and work additional hours during high-volume periods when required.
• Vendor Coordination
• Assist with defining scopes of work, requesting and organizing competitive bids, comparing vendor information, and preparing recommendations for the Operations Manager.
• Collect and track required vendor documents, including W-9 forms and certificates of insurance, and report missing or expired items before work begins.
• Schedule and coordinate approved seasonal, ongoing, turn, and as-needed vendor work; serve as a primary day-to-day contact for local vendors.
• Monitor vendor arrival, progress, quality, and completion; document deficiencies and coordinate corrections under the Operations Manager’s direction.
• Review invoices for completeness, coding, supporting documentation, and alignment with approved work; submit them to the Operations Manager for approval.
• Turns and Move-Out Support
• Assist with sourcing and scheduling qualified cleaners, painters, carpet vendors, inspectors, and other approved turn resources.
• Perform and document move-out and quality-control inspections using approved standards, forms, photos, and timelines.
• Help schedule, train, and coordinate local move-out inspectors during high-volume periods as assigned by the Operations Manager.
• Track turn schedules, readiness dates, costs, open items, and vendor performance; escalate delays, scope changes, or quality concerns promptly.
• Research and prepare information for itemized security-deposit reconciliation inquiries; communicate approved responses in coordination with the Operations Manager.
• Inspections, Lease Compliance, and Resident Communication
• Schedule and attend city, state, and other required inspections and follow-ups; maintain documentation and track corrective work to closure.
• Inspect and document resident complaints, unit-condition concerns, and potential lease violations using approved procedures.
• Prepare and deliver approved resident notifications regarding vendor access, building work, warnings, fines, or compliance requirements.
• Communicate professionally with residents and guarantors, document interactions, and escalate disputes, sensitive matters, and exceptions to the Operations Manager.
• Administrative and Team Support
• Maintain accurate electronic and physical records for vendors, projects, inspections, turns, notices, photos, invoices, and communications.
• Attend and contribute to scheduled Operations meetings; complete assigned follow-up and share relevant market information.
• Perform other related duties as assigned by the Operations Manager.

Qualifications

• Two to three years of property management, facilities coordination, vendor coordination, or related operations experience is preferred; relevant transferable experience may be considered.
• Strong written and verbal communication, organization, documentation, follow-up, and problem-solving skills.
• Able to manage multiple priorities, meet deadlines, use sound judgment, and escalate issues appropriately.
• Comfortable working with residents, guarantors, vendors, inspectors, and internal teams in both routine and difficult situations.
• Working knowledge of standard office software and the ability to learn property-management, work-order, and document-management systems.

Personal Traits and Characteristics

• Operates with humility and integrity and embraces accountability.
• Self-starter who is organized, dependable, attentive to detail, and committed to follow-through.
• Calm, tactful, and professional when faced with adversity or confrontation.
• Collaborative, service-minded, adaptable, and willing to help across assignments.