Residential Operations Coordinator
Southern Management Companies, LLC
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:
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.
- 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)
Vacancy posted 4 days ago
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