Operations Manager

Summary of Responsibilities

To assist the Operations Department to ensure compliance of legal requirements/guidelines and adherence to community operations policies and procedures, as well as operating budgets, financial performance and analysis, and overall compliance.    

Essential Functions

• Provide administrative support to the Senior Vice President of Residential Management Operations, as well as Executive leadership of the Operations Department and Regional Property Managers.
• Assist with preparation of property operating budgets and financial analysis both internally, within the department, and externally to investors, partners, and third-party entities.
• Create and maintain master Budget Calendar annually, with scheduled due dates based on Property Management Agreement requirements for each owner.  Establish and schedule budget review meetings with RPMs, Senior Management, and Owners based on calendar to ensure deadlines are met.
• Review suit lists in Eviction Assistant to ensure timely filing at all properties. 
• Coordinate, track, and report on all eviction activities between on-site management, the sheriff’s department of various jurisdictions, and eviction companies.  
• Coordinate owner’s meetings and maintain owner’s meeting calendar.  Prepare all documentation, reports, etc. for owner’s meetings.
• Communicate with residents and address concerns when Regional Property Managers are not available.
• Track all leave and schedules for Operations Department team members, in order to submit payroll information through ADP.
• Maintain calendar and schedule for Senior and Assistant Vice President of Residential Management Operations and act as the department coordinator of all planned or scheduled training for Regional Property Managers and field personnel. 
• Schedule Quarterly PM Meetings, coordinate Meeting Agenda and meeting venue, as well as send invitations to all attendees.
• Coordinate and manage vendor RFP process with third party contract consultant (Connexus). Review contract leveling worksheets with Senior and Assistant Vice President of Residential Management Operations to determine annual contract awards and communicate final contract pricing to RPMs and Accounting Department for inclusion in annual budget process.
• Coordinate with VP of Residential Systems and Compliance regarding Fair, Collections & Outsourcing, to ensure communities are submitting collection files and providing necessary information to begin collection efforts. Review monthly updates and follow-up with communities on missing or incomplete information.
• Assist with coordinating Acquisitions, Dispositions, and Management Takeovers.  Work with RPMs and site managers to transition/cancel all service contracts ahead of transition date, coordinate final reporting distribution with Accounting and Compliance Departments, provide assistance with Yardi set-up and reconciliation of resident database.
• Provide Due Diligence support with potential acquisitions, including scheduling unit inspections and lease file audits, assisting Acquisition Team with maintaining and updating Due Diligence Checklist, and production of Executive Summary Report  
• Coordinate various Departmental meetings, as required.
• Prepare other reports and projects as requested by the Executive leadership of the Operations Department.

Required Experience 

• Minimum five years’ experience in an administrative capacity with increasing responsibilities. 
• Two years’ experience with forecasting, budgeting, and financial analysis.  
• Previous property management experience, preferred.
• Demonstrated organizational and administrative abilities; 
• Detail oriented with excellent analytical skills and follow-through skills; 
• Attention to detail in composing, typing and proofing materials; 
• Excellent phone etiquette, interpersonal, verbal/written communication skills; 
• Proficiency MS Excel, Word, and PowerPoint. 
• Proficiency in Yardi

Education Requirements

High School Diploma 

College Degree, preferred.

 ROSS Companies is an Equal Employment Opportunity Employer.