Operations Specialist

JOB PURPOSE: 

The Operations Specialist is responsible for a wide range of Management Services projects. The scope of duties will vary according to projects but may include the following: assisting student housing properties with on-site management functions; facilitating training and development of property staff; assisting in the development and distribution of property operations resources and training material; conducting market research and analysis projects; other projects as required.   

PRIMARY DUTIES & RESPONSIBILITIES: 

Property Management Responsibilities while on property; Will always include those specifically assigned by the immediate supervisor may include but not limited to:  

• Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed  

• Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed  

• Maintain lease files and computer records for the community  

• Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance  

• Maintain the integrity of all social media outlets for community.  

• Suggest marketing recommendations and implement plan to achieve leasing goals.  

• Actively support the Community Manager and be able to effectively manage the community in the Community Manager’s absence 

• Post rental collections, make bank deposits, and oversee the administration of accounting functions for the community, including the enforcement of delinquency policies.  

• Assist in the preparation of Month End reports, reconcile and balance all accounts receivable.  

• Process all deposit accounting refund requests and forward them, along with the Move Out Letter, to the corporate office for appropriate action.  

• Audit records and files to identify dates requiring administrative action such as lease expiration dates, recurring payment end dates, delinquent accounts, and unlawful detainers as dictated by state law.  

• Implement and monitor an aggressive collection process to reduce delinquent rent. Initiate and complete collection efforts on current and past residents for unpaid balances.  

• Send invoices to past and current residents for damages they caused to the property and/or apartment unit.  

• Collect funds on checks returned for insufficient funds or closed accounts.  

• Answer phones, take and deliver messages, and provide customer service to community’s residents.  

• Manage the process for charging, recording, and communicating all fines, fees, and miscellaneous charges that get assessed to residents.   

• Assist operations at properties that are temporarily short-staffed or in need of staff development 

• Prepare and monitor operating budget and reports on status of property such as variance and occupancy reports on a monthly basis 

• Supervise all management for property 

• Report to the Director of Operations and/or the Regional Manager overseeing operations at that property 

Training and Organizational Resources 

1. Function as a resource for property staff, answering questions regarding corporate standards, policies, and procedures 

1. Provide ongoing training to all onsite positions 

QUALIFICATIONS:  

• Ability to read, analyze, and interpret general business periodicals, professional journals, and governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public 

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, rent per square foot and other basic algebraic functions.  Ability to read and understand operating statements and budgets 

• Ability to solve practical problems and deal with a variety of frequently conflicting priorities and distractions while keeping the community running smoothly.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  Ability to deal with residents in an empathetic, professional manner.  A good understanding of customer service concepts and applicability will be necessary in this role 

• Composure/ability to function in time of crisis or emergency situations 

• Computer literate 

• Knowledgeable in Microsoft Word/Excel/Entrata 

• High degree of professionalism and demeanor 

• Firm, fair and consistent 

• Good listening skills 

• Good communication skills 

• Time management skills 

• Negotiation skills 

• Able to work weekends when needed 

• Able to work overtime as job requires 

• Able to maintain confidentiality 

• Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience; or equivalent combination of education and experience. 

• Previous Community Manager experience in the student housing industry is preferred  

TRAVEL: 

• The Operations Specialist will be based in Dallas but may at times require extensive travel  

• The Operations Specialist will adhere to the Travel Guide and the Operations Specialist Travel Expense Guidelines, except where otherwise noted 

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