Property Operations Specialist

Job Description

Job Description

Admiral Communities is hiring a Property Operations Specialist to support our growing property management portfolio. This role provides administrative and operational support across both field operations and the corporate office, ensuring systems run efficiently, data is accurate, and teams are supported with timely execution.

Position Summary

The Property Operations Specialist is responsible for executing key processes related to tenant management, data integrity, document control, vendor compliance, and day-to-day operational coordination.

This position plays a critical role in ensuring that systems are accurate, processes are completed efficiently, and both internal teams and tenants receive timely, professional support.

Key Responsibilities

1. Administrative Operations

• Answer phone calls and respond to emails from tenants and vendors, providing professional and timely assistance 
• Manage incoming and outgoing mail, including sorting, distributing, and daily post office runs
• Process invoices from vendors and contractors, ensuring timely entry and routing 
• Maintain organized electronic and physical filing systems 
• Prepare, organize, and maintain property records, lease agreements, and other essential documents 

2. Tenant & Data Management

• Enter and manage tenant and property information in Rent Manager 
• Process rent rolls, tenant move-ins, and move-outs 
• Ensure accurate and timely processing of leases, disclosures, and internal documentation 
• Maintain compliance with Fair Housing standards and state regulations 
• Update and maintain accurate records within the property management system 

3. Lease & Property Coordination

• Collaborate with Community Managers and Regional Managers to complete home purchase documentation 
• Ensure all leasing and sales paperwork is complete, accurate, and properly filed 
• Coordinate rental applications and assist tenants throughout the leasing process 
• Respond to tenant inquiries and support communication needs 

4. Vendor Coordination & Compliance

• Maintain vendor records including W9s, business licenses, and insurance 
• Track expirations and follow up on renewals or discrepancies 
• Assist in verifying invoice accuracy and resolving discrepancies with vendors and internal teams 

5. Invoice & Financial Processing Support

• Enter invoices into the property management system with accurate coding 
• Ensure invoices are processed in a timely manner 
• Support internal verification processes to maintain financial accuracy 

6. Document & System Management

• Maintain accurate and up-to-date tenant and property data 
• Ensure all documentation is properly stored and accessible 
• Support overall system organization and data integrity 

7. Additional Duties

• Perform other duties as assigned, including special projects 
• Provide operational support to improve efficiency across the property management team 

Success Metrics

• Accuracy and completeness of tenant and property data 
• Timeliness of lease processing and documentation 
• Vendor compliance and documentation completeness 
• Invoice processing speed and accuracy 
• Responsiveness to internal teams and tenants 

Qualifications

• College degree preferred, but not required 
• Experience in property management or administrative support is a plus 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and property management software (Rent Manager or similar) 
• Strong communication and interpersonal skills 
• Ability to multitask and prioritize in a fast-paced environment 
• High attention to detail and organizational skills 
• Ability to work independently and collaboratively with minimal supervision 

Requirements

• Valid driver’s license 
• Successful completion of a background check 

Working Conditions

• Work is performed in a well-lighted, temperature-controlled indoor environment 

Physical Requirements

• Ability to sit for extended periods, with intermittent walking 
• Occasional bending or stooping 
• Normal hearing and vision (with or without assistance) to perform essential functions 

What We Offer

• Competitive salary based on experience 
• Paid time off and holidays 
• 401(k) retirement plan 
• Training and support from an experienced operations team 
• Team-oriented and supportive work environment 

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.