Portfolio Operations Coordinator - Real Estate Management

Job Description

Job Description

Admiral Communities is a growing operator of manufactured housing communities across multiple states. Our mission is to create exceptional communities while building scalable systems, operational excellence, and long-term value for our residents, investors, and team members.

We are seeking a highly organized, analytical, and technology-driven Portfolio Operations Coordinator to support our growing real estate portfolio. This position plays a critical role in maintaining portfolio data integrity, coordinating lender reporting and commercial real estate refinances, tracking park-owned home inventory, monitoring capital projects, and ensuring leadership has accurate information to make informed business decisions.

This is an excellent opportunity for someone who enjoys creating order from complexity, building systems, improving processes, and working closely with executive leadership.

Position Summary:

The Portfolio Operations Coordinator serves as the administrative and reporting hub for our multi-state real estate portfolio. This position supports executive leadership by maintaining accurate portfolio information, coordinating lender reporting and commercial real estate refinances, tracking park-owned home inventory, monitoring capital projects, maintaining corporate records, and ensuring the integrity of operational data across multiple business systems.

The ideal candidate is exceptionally organized, detail-oriented, analytical, proactive, and enjoys solving problems before they impact the business.

Key Responsibilities:

Portfolio Reporting & Data Integrity:

• Maintain the accuracy and integrity of portfolio information across Rent Manager, Asana, Google Workspace, Microsoft Excel, and other company systems.
• Prepare recurring executive reports on occupancy, collections, park-owned home inventory, capital projects, vacancies, utility recovery, and other portfolio performance metrics.
• Audit operational data for completeness, consistency, and accuracy before distributing executive reports.
• Produce weekly exception reports highlighting overdue projects, aging vacancies, stalled home rehabs, missing documentation, and operational risks.
• Reconcile discrepancies between operational, accounting, and reporting systems.
• Develop and maintain standardized reporting procedures, naming conventions, and data management standards.
• Work with Operations, Accounting, and Property Management teams to improve reporting accuracy and data quality.

Park-Owned Home Inventory Administration:

• Maintain the company's centralized park-owned home inventory database.
• Track each home's lifecycle including vacancy, rehab, setup, marketing, lease-up, sale, demolition, and occupancy.
• Monitor inventory aging and identify stalled homes requiring management attention.
• Coordinate inventory updates with Regional Managers, Community Managers, and Operations.
• Prepare recurring inventory reports for leadership.

Lender Reporting & Loan Administration:

• Coordinate quarterly, annual, and ad hoc lender reporting packages.
• Gather rent rolls, financial statements, occupancy reports, insurance certificates, and supporting documentation.
• Maintain loan files and lender reporting calendars.
• Track loan maturities, reserve accounts, escrow balances, covenant reporting, and required reporting deadlines.
• Ensure lender requests are completed accurately and on time.

Commercial Real Estate Refinance Coordination:

• Coordinate documentation required for commercial real estate refinances.
• Maintain refinance checklists, document repositories, and lender request logs.
• Coordinate with lenders, attorneys, title companies, insurance providers, accountants, and operations teams.
• Track appraisals, surveys, engineering reports, environmental reports, and other third-party requirements.
• Monitor outstanding lender conditions through closing.

Entity Administration & Corporate Records:

• Maintain records for all LLCs, ownership entities, and property files.
• Track annual reports, business licenses, Secretary of State filings, registered agents, and other required corporate filings.
• Maintain corporate organizational documents.
• Ensure filing deadlines and corporate records remain current and organized.

Capital Project Administration:

• Maintain capital improvement tracking reports.
• Monitor project budgets, schedules, invoices, and completion milestones.
• Organize project documentation, contracts, warranties, permits, and closeout files.
• Assist with reserve draw requests and reimbursement documentation.

Insurance & Property Administration:

• Coordinate insurance renewals and maintain property schedules.
• Track certificates of insurance, endorsements, claims, and lender insurance requirements.
• Maintain property tax records and renewal calendars.
• Reconcile insurance schedules with company asset records.

Document Management:

• Maintain organized electronic files for properties, loans, insurance, entities, contracts, and corporate records.
• Ensure executed documents are properly stored and easily retrievable.
• Support lender reviews, audits, insurance renewals, and executive document requests.

Qualifications:

• Associate's or Bachelor's degree in Business, Finance, Accounting, Real Estate, Property Management, or a related field preferred.
• Three or more years of experience in commercial real estate, property management, portfolio administration, banking, loan administration, construction administration, accounting support, operations coordination, or project coordination.
• Experience supporting a multi-property or multi-entity portfolio preferred.
• Strong proficiency with Microsoft Excel, Microsoft Word, Microsoft Outlook, Adobe Acrobat, and Google Workspace.
• Experience using Rent Manager, Asana, Yardi, AppFolio, or similar property management and project management software preferred.
• Experience working with financial statements, rent rolls, occupancy reports, lender reporting, or portfolio reporting is highly desirable.
• Exceptional organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.

Preferred Experience:

Candidates with experience in one or more of the following industries are strongly encouraged to apply:

• Commercial Real Estate.
• Property Management.
• Manufactured Housing.
• Multifamily Housing.
• Banking or Loan Administration.
• Construction Administration.
• Portfolio Administration.
• Operations Management.
• Accounting or Financial Administration.

Ideal Candidate:

You are someone who:

• Notices inconsistencies others overlook.
• Enjoys organizing complex information.
• Thrives on building systems and improving processes.
• Has a passion for data integrity and operational excellence.
• Is analytical, proactive, and detail-oriented.
• Takes ownership of projects from start to finish.
• Follows through consistently without requiring close supervision.
• Communicates professionally with executives, lenders, attorneys, accountants, vendors, and operational teams.
• Enjoys working in a fast-paced, growth-oriented environment.

Success in This Role:

Within your first year, you will help ensure:

• Portfolio reporting is accurate, timely, and decision-ready.
• Leadership has reliable information to support strategic decisions.
• Data integrity is maintained across all portfolio systems.
• Lender reporting requirements are consistently completed on time.
• Commercial real estate refinances are well-organized and efficiently coordinated.
• Park-owned home inventory is accurately tracked throughout its lifecycle.
• Capital projects are properly monitored and documented.
• Insurance schedules and corporate records remain current.
• Corporate records, lender reporting, and filing deadlines are accurately maintained and completed on time.

Work Environment:

This position is based in our Knoxville, Tennessee corporate office and requires regular interaction with executive leadership, accounting, operations, lenders, attorneys, vendors, and community management teams. Occasional travel to properties may be required.

Physical Requirements:

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to travel occasionally to properties.
• Ability to operate standard office equipment.

Benefits:

• Competitive salary.
• Paid time off after 90 days.
• Paid holidays.
• 401(k) retirement plan.
• Training and support from an experienced operations team.

Employment Requirements:

• Employment is contingent upon a successful background investigation.
• A valid driver's license is required.

Equal Opportunity Employer:

Admiral Communities is an Equal Opportunity Employer and does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, disability, veteran status, or any other protected characteristic under applicable law.