Operations Coordinator

Operations CoordinatorThe Operations Coordinator is a newly created, on-site role dedicated to special projects and administrative cleanup at the property level. Based full-time at our property, this position exists to take time-consuming, non-routine administrative work off the plates of the on-site operations team — freeing property managers and their staff to focus on the day-to-day fundamentals of running the community. This role exists to close the gap between what needs to get done and what the operating team has time to do. Distressed and newly acquired assets carry backlogs — invoices that need reconciling, resident ledgers that need cleaning up, compliance items that need coordinating, and operational projects that keep getting pushed aside. The Operations Coordinator takes ownership of these projects end to end, bringing structure, follow-through, and resolution to work that would otherwise stall. This is a special-projects and execution role that complements — rather than replaces — the standard property management function. The specific assignments will vary by property and market and will change over time as priorities shift, so success is measured less by a fixed checklist than by the ability to take an ambiguous, messy problem, organize it, and drive it to completion with minimal oversight. This role is expected to actively leverage AI tools (Microsoft Copilot, ChatGPT, Claude) to work efficiently across research, documentation, reconciliation, and reporting.The ideal candidate is highly organized, resourceful, and energized by bringing order to chaos. They can juggle multiple unrelated projects at once, communicate clearly with on-site teams, corporate staff, residents, and outside agencies, and be trusted to run with a project from start to finish. We are looking for an Ideal Team Player: someone who is Humble, Hungry, and Smart. Humble – Someone who takes pride in being the person who quietly clears the backlog and makes the operators' lives easier — indispensable to keeping the property running smoothly, without needing the spotlight. Hungry – Someone who takes ownership of every project in their queue, chases down the missing invoice or the unanswered compliance notice, and never lets an item sit unresolved without raising it. Smart – Someone organized enough to build a system out of a mess, sharp enough to know which fire to fight first, and professional enough to represent CIG well with residents, vendors, and government agencies alike.ResponsibilitiesTake ownership of accumulated administrative backlogs at the property level and drive them to resolution — such as reconciling and clearing aged invoices, cleaning up resident ledgers, and correcting record-keeping gaps.Investigate discrepancies, research their root cause, and coordinate with corporate accounting, property staff, and vendors to bring accounts and records into an accurate, current state.Build simple tracking systems to monitor progress on each cleanup project and prevent backlogs from recurring.Coordinate the abatement of housing and code violations — tracking open notices, scheduling and following up on required work, and ensuring documentation is submitted to the appropriate agencies within required timeframes.Support rent control and other local regulatory compliance efforts, including maintaining required records, tracking deadlines, and coordinating filings specific to the property's market.Stay current on the regulatory requirements applicable to the assigned property, and flag risks or upcoming deadlines to property and regional leadership.Coordinate unit turn activity — tracking make-ready status, scheduling vendors and staff, and keeping turns moving so units return to rent-ready condition on schedule.Manage discrete operational projects that fall outside the day-to-day responsibilities of the on-site team, coordinating the people, vendors, and paperwork needed to complete them.Serve as a flexible resource for the property manager, taking on special assignments as portfolio and property priorities change.Maintain clear, up-to-date trackers for every assigned active project and provide regular status updates to the on-site team and to corporate leadership.Communicate professionally with residents, vendors, corporate departments, and government agencies as each project requires.Escalate obstacles, delays, and decisions promptly, with a clear summary of the situation and the decision needed.Leverage AI tools to draft correspondence, organize data, reconcile records, and prepare reports efficiently.Requirements3–5 years of experience in residential property management or a closely related operations role; multifamily experience strongly preferred.Assistant Manager, Assistant Property Manager, or comparable experience, with a track record of handling administrative and financial detail work.Exceptional organizational skills with the ability to manage multiple unrelated projects and competing deadlines simultaneously and independently.Strong problem-solving instincts — able to take an ambiguous, disorganized situation, structure it, and drive it to completion with minimal supervision.Familiarity with invoicing/accounts payable, resident ledgers, and property compliance processes (housing violations, rent control) is a strong plus.Proficiency in the Microsoft Office suite (Excel, Word, Outlook); experience with Yardi or comparable property management software strongly preferred.Comfort with AI productivity tools (e.g., Microsoft Copilot, ChatGPT, Claude) — CIG expects active, ongoing use of AI to maximize efficiency.Strong written and verbal communication skills — professional, clear, and responsive with residents, vendors, corporate staff, and outside agencies.High attention to detail and a process-driven mindset; takes pride in producing clean, well-organized work product.Ability to work on-site at the assigned property full-time.Compensation & BenefitsBase Pay: $60,000 – $65,000 annually ($28.85 – $31.25/hour), commensurate with experience — non-exemptEligible for discretionary bonusesHealth, dental, and vision insurancePTO and HolidaysAccess to 401(k)