Portfolio Business and Operations Manager

Equal parts property expert and operator, ready to travel where you're needed most? Prime Group is looking for a Portfolio Business and Operations Manager to run the day-to-day at four assigned communities while providing hands-on, corporate-level support across our multifamily portfolio — stabilizing sites, covering gaps, and keeping policy and reporting consistent coast to coast.

The Portfolio Business and Operations Manager combines hands-on, site-level business management with corporate-level administrative oversight across the multifamily portfolio. This individual is directly responsible for the daily operations, leasing, financial performance, and resident satisfaction of an assigned group of properties, while also performing centralized functions — including move-out audits, tenant refunds, write-offs, payroll deduction postings, and employee file audits — for all multifamily entities. This is a traveling position. The Portfolio Business and Operations Manager travels routinely between assigned properties and is deployed to other entities on either coast as needed to provide corporate-level management support, cover staffing gaps, stabilize underperforming sites, and ensure consistency of policy, procedure, and reporting across the portfolio.

The following entities are the primary properties under this position's direct oversight. Additional properties on the East and West Coast will be supported on an as-needed basis at the direction of the Director of Property Management.

• Playa Apartments – Workforce Housing, Key Largo, FL
• Villa Portofino West – Homestead, FL
• VPW Landtrust – Homestead, FL
• Faro Blanco Apartments – Employee Housing, Marathon, FL

Property Operations and Oversight

• Oversee the daily operations of all assigned properties, including workforce and employee housing communities
• Provide corporate-level management support at other entities as assigned, including travel to East and West Coast properties to cover vacancies, transitions, audits, lease-ups, or performance issues
• Maintain a consistent standard of policy, procedure, documentation, and reporting across all properties supported
• Uphold property rules and regulations, including the management of Certificates of Insurance (COIs)
• Demonstrate a comprehensive understanding of leases and ensure compliance by both tenants and management
• Act as a liaison between maintenance teams and tenants to ensure maintenance requests are addressed efficiently and effectively
• Implement best practices in hiring, training, and supervising maintenance technicians and property management staff

Leasing, Applications and Renewals

• Process new tenant applications, screening, approvals, and lease execution for the four primary assigned properties
• Process lease renewals, renewal offers, and rent increases in accordance with budget and Director of Property Management direction
• Maintain high occupancy through proactive pre-leasing, waitlist management, and turnover coordination
• For employee and workforce housing, verify eligibility and coordinate with the Director of Property Management for placement and occupancy

Resident Relations and Customer Service

• Respond to customer service calls and emails for assigned properties and portfolio-wide inquiries routed to the corporate level
• Maintain regular contact with tenants to assess their needs and promptly resolve issues
• Enhance tenant retention through effective communication and exceptional customer service

Move-Outs, Refunds and Account Reconciliation (All Multifamily Entities)

• Complete move-out audits for all multifamily entities, including final ledger review, deposit accounting, and damage/charge verification
• Process tenant refunds accurately and within statutory and company deadlines
• Complete write-offs for remaining balances and submit supporting documentation for approval
• Coordinate the transfer of delinquent balances to collections and enforce the collections process when necessary
• Post NCS (National Credit Systems) remittance payments to past tenant accounts and reconcile recovered amounts against previously written-off balances

Financial Administration and Reporting

• Ensure timely rent collection in accordance with the property budget and lease agreements
• Post bi-monthly payroll deduction credits to employee account ledgers and reconcile against payroll registers
• Code and approve invoices, track recoverable income, and review CAM reconciliations
• Provide detailed reports on property operations, including budget development, work order tracking, and monthly analysis of income and expense variances
• Assist in the preparation of annual property budgets for assigned entities

Employee File and Personnel Administration

• Complete bi-monthly employee file audits for compliance, completeness, and accuracy; correct deficiencies identified
• Process employee applications and review with the Director of Property Management for final approval
• Maintain confidentiality of all employee, resident, and ownership information

Education / Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• Minimum of 3 years in property management and/or training, or an equivalent combination of education and experience; 5 years preferred for the multi-site and corporate scope of this role
• Prior multi-site, corporate, or floating property management experience strongly preferred

Computer Skills

• Knowledge of MS Word, Excel, Outlook, Rent Manager, Yardi, and other property management software and systems
• Ability to work remotely and maintain productivity while traveling between sites

Certificates and Licenses

• Valid driver's license and reliable transportation required
• Must maintain the ability to travel by vehicle and air, including overnight and extended stays

Physical Demands

• Regularly required to sit, use hands, and talk or hear
• Frequently required to stand and walk, including walking properties, units, and grounds during inspections and audits
• Occasionally required to reach with hands and arms, climb, balance, stoop, kneel, or crouch
• Must occasionally lift and/or move up to 75 pounds
• Specific vision abilities required, including close vision, distance vision, and peripheral vision
• Extended periods of driving and travel between properties are required

Work Environment

• The work environment is usually moderate in noise level
• Work is performed at multiple property sites, in corporate offices, and while traveling; exposure to outdoor conditions occurs during property walks and inspections
• Travel schedule varies based on portfolio needs and may include short-notice deployment to other entities
• Reasonable accommodations may be made for individuals with disabilities to perform the essential functions

• Competitive salary commensurate with experience
• Comprehensive benefits package including health insurance, retirement plans, and paid time off
• Collaborative and team-oriented work environment
• Opportunities for professional development and career advancement within a growing organization

Prime Group's vertically integrated approach unifies multiple real estate disciplines under a single roof, sharing a multifaceted vision of improved, sustainable real estate development through diverse strengths, strategic affiliates, and talented in-house professionals. Our portfolio includes retail centers, offices, mixed-use developments, hotels, resorts, restaurants, and residential single and multi-family communities, each supported through technology, planning, and experienced personnel. We are a privately owned company with the agility and strength to leverage unique opportunities, and growth is a measure of our success. Since Prime Group began as a residential real estate development company, we have grown to include commercial retail, office, hospitality, and mixed-use specialties, consultation, and management.

Prime Group is an Equal Opportunity Employer.