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Portfolio Operations Coordinator

Minneapolis, MN
  • Posted: over a month ago
  • Full-Time
Job Description

Portfolio Operations Coordinator

Zeller Realty Corporation is seeking a detail-oriented and dynamic Portfolio Operations Coordinator to join our Corporate team in Downtown Minneapolis. This position will be responsible for supporting two Executive Management Leaders and will provide operational oversight and coordination for Property Management Teams across the portfolio. To be successful in this role, the candidate should have exceptional organizational skills, be people oriented, adaptable, and thrive in high pressure environments. The primary responsibilities of the Portfolio Operations Coordinator include overseeing operational activities for the property management department in four (4) critical areas: Corporate/Portfolio Continuity and Compliance, Special Projects and Training, Acquisitions, and Dispositions.

Essential duties and responsibilities include the following. Other duties may be assigned.

I. Corporate/Portfolio Continuity and Compliance

• Maintain the Property Management SOP Manual, coordinate revisions when necessary with corporate personnel, incorporate into manual and deliver to the broad team as needed.

• Interface directly with property teams to coordinate monthly reporting and processing requirements. More specifically, track monthly A/R reports, stacking plan modifications, industry exposure monthly/quarterly reports to ensure that they are being completed and, to the extent needed, properly filed electronically on the corporate server.

• Periodically meet on site with teams to conduct training on systems and protocols for the AGM’s, APM’s, and TSC’s.

• Manage defined corporate initiatives, such as insurance tracking software and complete the needed training and property follow up to ensure implementation and ongoing execution.

• Conduct corporate policy compliance reviews and audits under the structure identified. Report findings to Executive Management, work with property teams to correct.

• Operate in capacity as liaison between corporate and property teams to inform of changes to protocol, etc. This function does not include anything to do specifically with Human Resources functions.

II. Special Projects and Training

• Support Principal and SVP (P&SVP) of Property Management Department as needed.

• Interface with P&SVP during regularly scheduled leadership meetings.

• Take lead role in the coordination of property conferences, secure accommodations for out-of-town events, assist in development of marketing and presentation materials as well as specific program content for conference.

• Lead effort to train property teams/individuals following initial acquisition of asset or transition to new employees on operational aspects outlined within the Zeller SOP manual. Such training shall include training on software platforms such as Yardi, Kardin, Docusign, Box, Angus, Insurance tracking, social media platforms, etc.

• Work closely with Principal as needed in coordination and/or implementation of other

defined responsibilities.

III. Acquisition

• Obtain and maintain the Due Diligence checklist for the operational team.

• Review lease abstracts provided by outside consultant, prepare schedule noting special issues, options, terminations, outstanding TI’s, SD’s/LOC’s.

• Assist in reviewing operational aspects as directed.

• Prepare service agreement summary within format provided, confirm contracts contain 30-day cancelations and note which contracts do not contain said language.

• Prepare and review forms for on-site visits to property, including but not limited to lease review, construction file review, payable and general file review.

• Participate in on-site review process.

• Provide draft list of tenant interviews for executive personnel to review and comment.

• Utilize template in place to create a separate file for each interview accessible to DD team in preparation of actual tenant interviews.

• Coordinate with VP – Financial Reporting to set up property in Yardi accounting system, enter initial lease data into system to create initial rent roll.

• Populate the Acquisition Transition Manual and coordinate with team regular weekly meetings leading up to closing.

• Communicate and coordinate with internal IT in preparation for closing.

• Assist HR as needed to onboard employees into the system.

• Order requisite business cards and other office supplies needed for immediate operation.

• Assemble cache of training materials for everything from lease file set up through Angus set up/implementation, introductory letter, contact lists, insurance certificate review, internal resource guide, etc.

• Be available for other duties that may be required on or before closing.

IV. Disposition

• Assist property team in pulling together required detail for disposition.

• Coordinate with IT all aspects of deconstruction of computers, hardware, phones, etc. as required or dictated by the PSA.

• Maintain the Disposition Transition Manual, coordinate weekly conference calls up to closing.

• Assist team members in assembling the draft Closing Proration statement.

• Be available for other duties that may be required on or before closing.

Skills & Qualifications:

• 2-5 years of experience in operations assistance is preferred

• Knowledge of appropriate software including Microsoft Office Suites, Adobe Acrobat, Canva and possesses the ability to learn new software as requested by supervisors

• Impeccable written and verbal communication skills

• Exceptional interpersonal and organizational skills

• Ability to handle confidential information with discretion

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Minneapolis, MN
55402 USA



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