Job Details

Property Operations Coordinator

The Property Operations Coordinator plays a key role in supporting the day-to-day execution of operations across both affordable and conventional portfolios. This role acts as a central point of coordination between onsite teams and corporate departments, ensuring consistency, timeliness, and compliance in reporting, processes, and communication.

This position is highly detail-oriented and process-driven, responsible for supporting accounting workflows, operational reporting, onboarding/offboarding, and maintaining strong internal and resident-facing communication standards. The role is primarily based in the corporate office, with occasional onsite support as needed.

Operations & Reporting Support

• Assist in compiling and distributing weekly and monthly property performance reports (occupancy, delinquency, budget tracking, etc.)
• Track completion of required reporting from onsite teams and follow up on outstanding items
• Maintain organized records of operational data, reports, and supporting documentation
• Support Regional Managers and corporate leadership with ad hoc reporting and analysis

Accounting & Financial Coordination

• Partner with accounting to track and follow up on variances, missing documentation, and required submissions
• Assist with invoice tracking, vendor setup coordination, and CapEx documentation (including bid collection and organization)
• Ensure required financial documentation is submitted timely from onsite teams
• Support bank reconciliation follow-ups and basic financial tracking as directed

Administrative & Process Coordination

• Maintain and enforce standardized operational processes across the portfolio
• Track compliance with internal policies, procedures, and required workflows
• Assist in rolling out new initiatives, systems, and process improvements
• Monitor completion of required tasks (e.g., proposals, inspections, compliance deadlines)
• Support in booking travel

Communication Management

• Draft and distribute clear, concise communications to onsite teams on behalf of corporate leadership
• Serve as a liaison between operations, accounting, HR, maintenance, and onsite teams
• Ensure consistent messaging and timely follow-up across all levels of the organization
• Proactively track, follow up, and escalate outstanding items to reduce communication gaps

Onboarding & Offboarding Support

• Coordinate onboarding logistics for new hires, including system access, documentation, and training assignments
• Partner with HR and department leaders to ensure a smooth onboarding experience
• Support offboarding processes, including system access removal, documentation tracking, and communication coordination
• Assist in maintaining onboarding materials and process documentation

Compliance & Affordable Housing Support

• Assist in tracking affordable housing compliance requirements (certifications, recertifications, file documentation)
• Monitor deadlines and follow up with onsite teams on outstanding compliance items
• Support audit preparation (e.g., REAC/NSPIRE, file audits) by organizing required documentation

Resident & Employee Relations Support

• Assist in reviewing and routing resident concerns to appropriate teams for timely resolution
• Support documentation and tracking of employee relations matters in coordination with HR
• Help ensure consistent handling of sensitive situations with professionalism and confidentiality
• Monitor trends in resident and employee feedback and escalate as needed

Onsite Support & Coverage

• Provide occasional onsite support at San Diego-area properties to assist with operational needs, training support, or temporary coverage
• Perform light administrative support while onsite, including assisting with office organization, document management, and basic front-office functions as needed
• Support onsite teams during staffing gaps, transitions, or high-demand periods
• Assist with onsite training reinforcement to ensure consistency in processes and expectations

Travel & Work Requirements:

• Position is based in the corporate office with occasional travel required for onsite support and training
• Travel may include local San Diego properties and limited out-of-area support as needed
• Valid driver's license and reliable transportation required
• Ability to travel between properties and corporate office during the workday

Qualifications:

• 24 years of experience in property management, operations, or administrative coordination
• Experience supporting multi-site portfolios preferred
• Exposure to affordable housing programs (HUD, LIHTC, Section 8) strongly preferred
• Strong understanding of property management systems (e.g., Entrata, Yardi, AppFolio, RealPage)
• Proficient in Microsoft Office (Excel, Outlook, Word)
• Highly organized with strong attention to detail and follow-through
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment

Core Competencies:

• Execution-focused: Ensures tasks are completed timely and accurately
• Process-driven: Understands and enforces standardized workflows
• Detail-oriented: Identifies and addresses gaps proactively
• Communicative: Clear, direct, and professional in all interactions
• Collaborative: Works effectively across departments and teams
• Adaptable: Able to shift between corporate and onsite support needs seamlessly

Why This Role Matters

This role is critical in driving operational consistency, improving communication, and supporting compliance across the portfolio. By bridging corporate and onsite teams, the Property Operations Coordinator helps ensure processes are followed, gaps are addressed quickly, and teams are supported where they need it most.