Operations Support Specialist

About the Role

The Operations Support Specialist serves as a key operational partner to Multifamily leadership by providing administrative, financial, compliance, and organizational support across the multifamily portfolio. This position plays a critical role in ensuring operational processes are executed accurately, employee programs are coordinated effectively, and reporting and compliance requirements are met. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining a strong customer service mindset.

What You'll Do

Financial & Administrative Support

• Review and approve bi-weekly payroll processing, commissions, bonuses, and related compensation submissions through ADP.
• Review and reconcile company credit card statements and supporting documentation.
• Reconcile invoices and assist with invoice processing and approvals.
• Perform data entry and maintain operational reports, scorecards, and measurable performance indicators.

Operations & Compliance

• Assist in coordinating employee onboarding, offboarding, transfers, and personnel changes.
• Review and approve Yardi workflow tasks to ensure timely completion of operational processes.
• Conduct applicant screening reviews and ensure compliance with company policies and fair housing guidelines.
• Monitor and track Incentive and Development Agreement compliance requirements using Monday.com and other designated platforms.
• Support audits, operational reviews, process improvement initiatives, and portfolio-wide best practice implementation.

Executive & Leadership Support

• Draft investor update reports and operational summaries for leadership review and approval.
• Schedule meetings, prepare agendas, document meeting minutes, and distribute follow-up action items.
• Provide accurate and professional communication via email, phone, and in-person interactions.
• Support special projects, strategic initiatives, and operational rollouts as assigned.

Employee Engagement & Culture

• Coordinate employee engagement initiatives, appreciation events, awards programs, recognition efforts, and company celebrations.
• Assist with planning, execution, and logistics for training programs, educational seminars, leadership development events, team-building activities, and multifamily meetings.

Marketing, Industry Relations & Special Events

• Support special events, including ribbon cuttings, grand openings, industry networking functions, apartment association events, and community engagement activities.
• Assist with planning and logistics related to AAKC and other industry organization participation.
• Coordinate event schedules, vendors, invitations, materials, and related logistics as needed.
• Attend off-site meetings, community visits, and special events on behalf of the operations team.

Community & Team Support

• Serve as a resource to onsite teams regarding operational procedures, payroll processes, and workflow systems.
• Coordinate travel and property visits to current and prospective communities.
• Partner with property teams and leadership to support consistent implementation of operational initiatives across the portfolio.
• Maintain professional relationships with team members, vendors, residents, and business partners.

Who You Are

Education & Experience

• High School Diploma or GED required.
• Associate's or Bachelor's degree preferred.
• Minimum of two (2) years of multifamily housing, apartment management, or related property management experience required.
• Previous experience in operations support, administrative support, project coordination, or executive support preferred.

Technical Skills

• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with ADP payroll systems preferred.
• Experience with Yardi preferred.
• Experience with Entrata preferred.
• Experience using Monday.com or similar project management software preferred.
• Familiarity with NAA and Blue Moon lease documentation preferred.

Professional Skills

• Exceptional attention to detail and organizational abilities.
• Ability to prioritize multiple projects and deadlines simultaneously.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service orientation and professional demeanor.

Characteristics for Success

• Self-motivated and highly accountable.
• Resourceful and proactive in identifying solutions.
• Positive attitude and collaborative approach.
• Strong sense of ownership and follow-through.
• Adaptable and comfortable working in a fast-paced, evolving environment.
• Passion for supporting people, processes, and operational excellence.

Benefits

• Selection of comprehensive medical, dental, and vision plans
• 401k with 100% match up to 6%, immediately vested upon enrollment
• Scholarships and paid professional development
• Robust Reimbursement Programs: Childcare, Tuition, Wellness, Cellphone
• $2,000 annual HRA and HSA contribution
• Parental Paid Leave
• Living Generously program with 100% charitable contribution match