Operations Specialist

Operations Specialist

Reports to the Senior Vice President

Date Written or Revised: November 21, 2023

FLSA: Non-Exempt

Location: Hybrid position/Fort Worth, Texas

Position Overview

Responsible for performing business operations activities and providing support for the Property Management Line of Business (LOB) Market Leader responsible for one or more local market areas. Provides routine services and coordination of a variety of departmental and financial activities.

Key Responsibilities (Essential Duties and Functions)

This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.

Receivables and Rent Collections

• Process rent payments and enter all consolidated receipts for all communities nationwide.

• Communicate and correspond each month with delinquent residents with a late notice via accounting platform, email, and certified mail and/or other electronic methods between the at the 7th - 10th of the month. Follow up with phone calls and make documented efforts in Property Management software.

• Review each resident ledger and make any necessary adjustments in accordance with rent and income changes within 72 hours of receipt of supporting documents.

• Coordinate and follow up with Federal/State and/or local agencies and any other partners with rent related matters.

• Provide all communication and resident action information in the notes section of the property management software.

• Effective and efficient communication with the community team and residents is essential.

• Review accounting software dashboard daily and close out overdue task

Annual Lease Renewal and Recertification

• Assist the Site Manager with the ongoing administrative functions of lease renewal and recertifications.

• Perform all resident's annual and interim recertifications in accordance with Federal, State and/or local guidelines

• Verify income eligibility and preferences of applicants and accurately compute household income.

• Prepare all required lease and supporting documents to satisfy recertifications requirements for all Federal, State and local requirements

• Complete income changes, interim reviews, housing assistance payment adjustments, and/or withholding.

Leasing and Occupancy

• Assist all site personnel with the ongoing leasing and administrative functions to increase occupancy

• Coordinate online application process with interested prospects through online software.

• Verify income eligibility and preferences of applicants, accurately compute household income.

• Assistance with tax credit evaluations and initial certifications

• Prepare lease agreements and supporting documentation for the complete household move in process.

• Coordinate appointments and showings with the on-site team for interested prospects with self-guided and/or site lead tours

Work Order Entry, Quality Assurance and Resident Survey

• Enter work orders in Yardi and assign to on-site team members for completion.

• Follow up with on-site team to ensure timely completion and close out of work order in the software system. Serve as back up for close out in property management software.

• Communicate with residents regarding quality of service and feedback.

• This position will conduct regular work order phone call backs to ensure quality assurance.

• Other duties as assigned and are necessary for the community operations per the outlined administrative functions.

Qualifications

• Customer service experience in a hospitality or customer facing industry required.

• Flexible and able to assist with all aspects of leasing, and day-to-day property functions.

• Must be able to clearly communicate in a positive manner with applicants and residents.

• Ability to perform accurate mathematical computations, spelling, and grammar skills.

• Exceptional organizational, oral, and written communications skills

• Computer proficiency with Microsoft Word, Excel, and Outlook required.

• Must have ability to problem solve and resolve applicant and resident issues.

• Yardi experience preferred but not required.

• This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phone, photocopiers/printers, and filing cabinets.

• This position requires manual dexterity, the ability to lift files, open filing cabinets

• This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting.

McCormack Baron is an Equal Opportunity-Affirmative Action Employer, committed to diversity, inclusion, equity and belonging.