Business Operations Specialist

Business Operations Specialist

We are seeking a highly organized and detail-oriented Business Operations Specialist to keep our Las Vegas operations running smoothly day to day. In this role you will own the accurate, timely processing of HOA compliance, Section 8 compliance, bills, payments, and deposits, while interpreting lease terms and supporting essential office functions.

This is a hands-on role for someone who takes pride in accuracy, follows through on every task, and treats confidential information with care. You will work cross-functionally with internal teams to ensure obligations are met on time, exceptions are escalated quickly, and our office is a welcoming, well-run space.

We are looking for someone who is helpful, trustworthy, and organized, with strong attention to detail and a compliance first mindset a true doer who is looking for more than just a job.

This role is required to work on-site from our Las Vegas, NV office five days a week.

Responsibilities

• HOA Compliance Management
  • Process HOA violations accurately and in a timely manner, adding violations to tenant ledgers with supporting documentation and clear descriptions, including dates and details
  • Dispute violations when applicable
  • Initiate repair requests proactively to prevent repeat violations
  • Set up and maintain recurring HOA payments
  • Obtain and maintain community access as required
• Section 8 Compliance Management
  • Process Section 8 violations
  • Initiate rent increases
  • Process inspection notices
  • Track inspection results
• Bills
  • Process all bills received within 48 hours of arrival
  • Review the "Non-Processed Bills" queue daily to ensure timely payment execution
  • Use judgment to prioritize urgent bills nearing due dates (e.g., due within 7 days), taking manual action when needed such as phone payments or expedited processing
  • Evaluate when manual payment is required versus Auto-ML processing
  • Ensure property cards are updated with accurate utility and billing information
  • Track property tax bills to ensure on-time payment
  • Obtain manager approval for bills over $300
• Understanding of Leases
  • Interpret lease agreements as they relate to utility charges, HOA violations, and tenant responsibilities
• Utility Services
  • Update mailing addresses
  • Get Home365 added as authorized representative
• Logging Payments & Deposits
  • Log all check payments in tracking systems (spreadsheet and Google Drive) the same day upon receipt
  • Apply check payments in the portal
  • Complete deposits by end of day (EOD), depositing all processed payments to the respective bank accounts within 24 hours
  • Escalate unapplied checks promptly (e.g., if a check is received Monday and not applied by Thursday, escalate)
  • Escalate unidentified payments immediately to ensure proper allocation
• Office Tasks
  • Open and scan all mail delivered to the Las Vegas office, routing mail and documents to the appropriate team members
  • Receive and manage mail, packages, and deliveries
  • Answer the office doorbell and assist visitors as needed
  • Check the office dropbox twice daily (morning and afternoon)
  • Prepare and send certified mail as required
  • Order groceries and keep the office well maintained
  • Assist with holiday decorations, special events, celebrations, and similar activities