Portfolio Operations Specialist Jobs (NOW HIRING)

Job Title

Operations Specialist

Job Description Summary

The Operations Specialist plays a critical role in supporting the Property Management organization through operational leadership, process administration, business development support, and team engagement initiatives. This position serves as a central resource for Property Managers, Property Administrators, Directors, and Operational Leadership by ensuring portfolio-related processes are executed efficiently, system access and compliance requirements are managed, and key reporting is delivered accurately and on time.

Job Description

Position Summary

The Operations Specialist plays a critical role in supporting the Property Management organization through operational leadership, process administration, business development support, and team engagement initiatives. This position serves as a central resource for Property Managers, Property Administrators, Directors, and Operational Leadership by ensuring portfolio-related processes are executed efficiently, system access and compliance requirements are managed, and key reporting is delivered accurately and on time.

The Operations Specialist is responsible for driving consistency across the portfolio, supporting talent development, improving operational processes, coordinating client relationship initiatives, and maintaining the tools, systems, and resources necessary for successful property management operations.

Reporting Relationship

Reports to: Director, Operations (or designated Operations Leadership)

Key Responsibilities1. Team Support, Mentorship & Talent Development

• Provide coaching, mentorship, and training support to Property Administrators.
• Coordinate onboarding and structured training for new team members.
• Support account transitions and turnover activities.

2. Financial Oversight & Portfolio Performance

• Monitor corporate accounts receivable.
• Coordinate corrective actions with internal and external stakeholders.
• Support Property Managers by providing invoice documentation and backup materials.
• Manage the corporate FedEx account, including reconciliation, allocation, and reimbursement tracking.
• Assist in mitigating financial risk through proactive tracking and follow up.

3. Operational Controls & Process Improvement

• Identify recurring billing, reporting, and system-related issues.
• Document, track, and resolve operational discrepancies.
• Process application access requests and terminations for platforms including MRI, Yardi, Nexus, ServiceEdge, and Predict AP.
• Conduct quarterly Yardi user audits.
• Manage annual Yardi and MRI license fee billing processes.
• Recommend and implement process improvements to strengthen controls and efficiency.

4. Business Development & Client Relationship Support

• Assist Directors in developing and executing Client Relationship Plans.
• Coordinate client engagement activities and meetings.
• Track client relationship initiatives and measure outcomes.
• Manage and monitor client relations budgets.
• Support proposal development through coordination of operational and property information.
• Maintain current staff biographies, photographs, and marketing materials.
• Provide portfolio analytics and comparable property data to support business development efforts.

6. Data Analytics & Cross-Selling Support

• Create and manage OPEX comparative analyses for budget and actual performance reviews.
• Track proposal activity, PMA workflows, and business development metrics.
• Track cross-selling opportunities, pursuits, wins, and outcomes.
• Prepare reports that support strategic portfolio decision-making.
• Compile annual TI & BI spend of managed properties for PDS compilation of fees.

7. Portfolio Reporting & Leadership Support

• Maintain portfolio summary and assignment reporting.
• Maintain accurate staff biographies and organizational information.
• Produce quarterly compliance scorecards and monthly property management reporting.
• Support users with system navigation and documentation resources.
• Coordinate ServiceEdge approvals and application access administration.
• Maintain Yardi contact updates and related system records.
• Manage property file structures and document management folders.
• Create, move, and organize property records within shared drives.
• Coordinate office mail distribution and department administrative support.
• Procure office supplies and operational resources.

10. Team Engagement & Culture

• Coordinate quarterly Property Management meetings and town halls.
• Plan and execute team engagement events and activities.
• Manage event logistics, scheduling, vendors, and communications.
• Maintain employee anniversary and birthday recognition programs.
• Support initiatives that promote collaboration, engagement, and organizational culture.
• Promote team wins and engage with social media platforms

Required Qualifications

• Bachelor's degree in Business Administration, Real Estate, Finance, or a related field preferred.
• 3+ years of experience in property management, operations, business administration, or a related field.
• Experience supporting multiple stakeholders in a fast-paced environment.
• Strong financial, administrative, and organizational skills.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Experience working with property management systems such as Yardi, MRI, Nexus, ServiceEdge, or similar applications preferred.

Core Competencies

• Organizational Effectiveness
• Financial Acumen
• Process Improvement
• Customer Service & Relationship Building
• Project Coordination
• Communication Skills
• Problem Solving
• Attention to Detail
• Accountability
• Collaboration & Teamwork
• Time Management
• Adaptability

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate's experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $ 72,250.00 - $85,000.00Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or emailAccommodations@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: "Cushman & Wakefield"