Residential Operations Coordinator

WHAT WE ARE LOOKING FOR:
We're seeking a highly organized, detail-oriented Residential Operations Coordinator to join our team. In this full-time, on-site role, you will provide dedicated administrative and operational support to the Residential Operations Manager (ROM) and Residential Vice Presidents (RVPs). This position plays a critical role in supporting day-to-day operations, including managing VP approvals, coordinating calendars, managing payroll, and overseeing centralized administrative processes across Residential communities.

WHAT WE EXPECT FROM YOU:

• Provide day-to-day administrative support to the Residential Operations Manager (ROM) and Residential Vice Presidents (RVPs).
• Manage and coordinate calendars for the ROM and RVPs, including meetings and time-sensitive commitments.
• Prepare meeting agendas, materials, document meeting notes, and track follow-up items to ensure timely completion of action items.
• Administer the Residential VP approval workflows, including management of the VP approval mailbox and tracking of requests through completion.
• Maintain Property Manager time and attendance (T&A) tracking and assist with payroll review, including discrepancy resolution with Payroll.
• Manage the Property Manager PTO and out-of-office calendar across all Residential communities to support leadership visibility and operational coverage.
• Maintain organized and accurate digital filing systems within SharePoint and PM Hub, including standard forms, templates, and workflow documentation.
• Support Residential reporting processes, ensuring accuracy and timely submission.
• Coordinate cross-departmental communication and follow-up to ensure timely completion of requests, approval, and deliverables.
• Assist with SharePoint PM Hub administration, including access management, document management, communication postings, and Community Actions.
• Provide coordination and administrative support for cluster meetings, portfolio meetings, and other leadership sessions.
• Draft professional correspondence, memos, and internal communications as needed.
• Process mileage, expense, and reimbursement requests for Residential Leadership.
• Track deadlines and provide proactive follow-up on time-sensitive initiatives.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform other administrative and operational duties as assigned.
• Contribute to team/company engagement efforts.

JOB KNOWLEDGE & SKILLS:

• Strong organizational, prioritization, and time-management skills in a fast-paced environment.
• High level of discretion and sound judgment when handling confidential information.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Experience with document management and workflow systems (e.g., DocuSign, SharePoint).
• Ability to adapt to changing priorities and operational needs.
• Ability to work efficiently in a fast-paced, detail-oriented environment while maintaining accuracy and meeting deadlines.
• Demonstrated professionalism and discretion, with the ability to handle sensitive and confidential information.
• Strong organizational, multitasking, and communication skills.
• Proficiency in Microsoft Office Suite required; Advanced Excel and PowerPoint skills a plus
• Experience with ADP, SharePoint, DocuSign, or similar workflow/document platform

• High school diploma or equivalent required
• 3-5 years' experience in property management operations with substantial administrative and coordination responsibilities (or equivalent work experience)
• Experience supporting senior leadership or multi-site portfolios strongly preferred
• Property Management industry experience preferred
• Required on-site position (VALO)