Operations Analyst

Position Summary

We are seeking a proactive, highly organized, analytical, and technologically savvy Asset Management Specialist to support the day-to-day management and execution of asset management activities across a multifamily residential real estate portfolio.

This individual will work closely with the Head of Asset Management to coordinate departmental priorities, monitor property performance, manage projects, organize reporting, track deadlines, and ensure that important tasks and initiatives are completed accurately and on time.

This position is intended for someone who can do much more than administrative work. The ideal candidate is a self-directed problem-solver who can independently manage multiple priorities, analyze information, coordinate with property managers and vendors, identify operational issues, and take ownership of assignments from start to finish.

The role combines asset management support, project coordination, operational oversight, reporting, process improvement, and administrative responsibilities. The successful candidate will help bridge the gap between asset management, property operations, accounting, leasing, maintenance, vendors, and executive leadership.

The ideal candidate is comfortable working independently, managing competing priorities, holding others accountable to deadlines, and anticipating departmental needs without requiring constant direction. They should be able to identify problems, recommend solutions, and follow through until issues are resolved.

This is a hands-on role for a professional who can serve as a trusted extension of the Head of Asset Management, helping manage the department's daily operations and ensuring that portfolio initiatives are executed efficiently.

Essential Duties & Responsibilities

1. Asset Management & Departmental Support

• Work directly with the Head of Asset Management to coordinate daily priorities, ongoing initiatives, and portfolio-wide objectives.
• Help manage departmental workflow by maintaining task lists, project trackers, calendars, deadlines, and follow-up schedules.
• Monitor outstanding assignments and ensure property managers, vendors, and internal team members follow through on commitments.
• Identify overdue items, operational bottlenecks, and unresolved issues and bring them to management's attention with recommended next steps.
• Prepare status updates, summaries, reports, and presentations for departmental and executive review.
• Help establish consistent processes, reporting standards, and accountability across the portfolio.
• Independently manage assigned projects and responsibilities while keeping leadership informed of progress and material issues.
• Serve as a central point of coordination between asset management and other departments.
• Anticipate upcoming needs, identify gaps in information or execution, and proactively address issues before they escalate.

1. Property Performance & Operational Oversight

• Assist in monitoring property performance, including occupancy, leasing activity, rent collections, delinquency, expenses, work orders, and other key operating metrics.
• Collect, organize, and review property-level information to help management evaluate performance and identify areas requiring attention.
• Track leasing progress, vacancies, applications, move-ins, move-outs, and occupancy trends.
• Monitor rent collection and delinquency updates and coordinate follow-up with property management teams.
• Maintain trackers for property inspections, outstanding maintenance items, vendor work, resident concerns, and corrective actions.
• Identify recurring operational issues, missed deadlines, and deviations from established expectations.
• Follow up on property-level action plans and verify that assigned items are completed and documented.
• Escalate significant operational concerns, financial discrepancies, and performance issues to the Head of Asset Management.
• Help ensure that property-level reporting is timely, accurate, consistent, and actionable.

1. Project Management & Execution

• Coordinate projects and initiatives across multiple properties, ensuring assignments have clear owners, deadlines, and documented status updates.
• Maintain project schedules, milestone trackers, and outstanding action-item lists.
• Follow up with property managers, maintenance personnel, vendors, contractors, and other stakeholders to keep projects moving.
• Assist with property improvement projects, capital expenditure tracking, unit renovations, building upgrades, and other asset-level initiatives.
• Monitor project budgets, invoices, completion dates, and supporting documentation in coordination with accounting and operations.
• Schedule meetings, inspections, vendor visits, and project check-ins as needed.
• Document project progress, identify delays or obstacles, and recommend solutions.
• Ensure completed work is appropriately documented and outstanding deficiencies receive follow-up.
• Independently coordinate assigned projects and communicate progress, risks, and required decisions to leadership.

1. Financial & Performance Reporting Support

• Assist with collecting, organizing, and reviewing property-level financial and operational reports.
• Coordinate with accounting to obtain financial statements, budget comparisons, expense reports, and other relevant financial information.
• Help track operating budgets, vendor costs, capital expenditures, and approved project spending.
• Identify unusual variances, missing information, inconsistent reporting, and items requiring additional review.
• Maintain organized records of property performance, budgets, financial updates, and management decisions.
• Assist with preparing monthly and quarterly portfolio reporting packages.
• Support budget preparation and forecasting by gathering historical data, operational assumptions, and property-level updates.
• Follow up on missing reports, incomplete documentation, and unresolved financial questions.
• Prepare concise summaries of findings, trends, outstanding items, and recommended follow-up actions.

This position supports financial analysis and coordination but does not replace the responsibilities of the accounting team or authorize independent financial approvals outside established authority.

1. Leasing, Occupancy & Revenue Initiatives

• Maintain portfolio-wide leasing and occupancy trackers and coordinate timely reporting from property teams.
• Monitor leasing pipelines, application status, move-ins, vacant units, and upcoming availability.
• Help identify leasing delays, application bottlenecks, and units remaining vacant longer than expected.
• Coordinate with leasing teams to obtain updates and ensure follow-up items are addressed.
• Track rent collection initiatives, delinquency updates, and other revenue-related action items.
• Assist in monitoring property-level initiatives intended to improve occupancy, reduce vacancies, and strengthen operating performance.
• Prepare concise updates for leadership on leasing progress, occupancy changes, and issues requiring intervention.
• Follow up on leasing and revenue-related action plans to ensure assigned responsibilities are completed.

1. Vendor & Property Operations Coordination

• Coordinate vendor communication, proposals, service schedules, agreements, and outstanding deliverables.
• Maintain a centralized vendor and contract tracker, including renewal dates, insurance documentation, pricing, and service requirements, as applicable.
• Follow up on pending proposals, work orders, service issues, and incomplete vendor assignments.
• Assist with comparing vendor proposals, organizing supporting documentation, and preparing recommendations for management review.
• Track recurring service contracts and upcoming renewals to prevent missed deadlines or service interruptions.
• Coordinate with property management and accounting to ensure invoices, approvals, and project documentation are submitted promptly.
• Help ensure that operational issues are communicated to the appropriate individuals and followed through to resolution.
• Maintain organized records of vendor agreements, proposals, correspondence, and project documentation.

1. Administrative & Executive Support

• Manage calendars, coordinate meetings, prepare agendas, and document meeting notes and action items.
• Prepare spreadsheets, reports, presentations, correspondence, and other departmental materials.
• Maintain organized digital files, contracts, property records, project documentation, and departmental reference materials.
• Track deadlines, renewals, submissions, and deliverables requiring management review.
• Assist with drafting internal communications, follow-up emails, status reports, and procedural documents.
• Coordinate information requests between leadership, property management, accounting, vendors, and other departments.
• Maintain confidentiality when handling financial information, contracts, resident information, and internal company matters.
• Provide general administrative support as needed while maintaining focus on higher-priority departmental projects and operational responsibilities.

1. Technology, Microsoft Office & Software Proficiency

• Demonstrate strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Use Excel to organize and analyze data, build tracking spreadsheets, manage project schedules, monitor property performance, and prepare reports.
• Be proficient in spreadsheet formulas, sorting, filtering, data organization, and reporting. Experience with pivot tables, lookup functions, and more advanced Excel features is strongly preferred.
• Prepare professional reports, presentations, correspondence, and other materials using Microsoft Office applications.
• Navigate multiple software applications efficiently and maintain accurate digital records and shared files.
• Learn new software platforms, systems, and workflows independently with minimal assistance.
• Use technology to improve departmental organization, automate repetitive tasks where practical, and streamline reporting and follow-up.
• Research software functionality and resolve routine technical or system-related issues independently.
• Work with property management systems such as Yardi, RealPage, MRI, or comparable platforms, as applicable.
• Utilize project management, task-tracking, and document management tools to monitor deadlines, assignments, and deliverables.

Strong Microsoft Office skills and general software proficiency are required. The candidate must be technologically comfortable, resourceful, and capable of using digital tools to manage information and improve operational efficiency.

1. Process Improvement & Accountability

• Identify opportunities to improve departmental organization, reporting, communication, and workflow efficiency.
• Develop and maintain standardized trackers, checklists, procedures, and reporting templates.
• Create systems that improve visibility into outstanding tasks, upcoming deadlines, project status, and property-level performance.
• Take initiative in resolving routine issues and recommend practical solutions before escalating matters to management.
• Follow up consistently until assigned tasks are completed, documented, and communicated.
• Help establish a culture of ownership, accountability, responsiveness, and proactive communication.
• Assist with implementing new software, reporting tools, operating procedures, and departmental processes.
• Look for ways to reduce repetitive work, prevent missed deadlines, and improve the flow of information.
• Exercise sound judgment in determining which matters can be handled independently and which require management approval or escalation.

Qualifications & Experience

• Bachelor's degree in Business Administration, Real Estate, Finance, Accounting, or a related field preferred.
• Three or more years of experience in asset management, multifamily property management, real estate operations, project coordination, business operations, or a similar role preferred.
• Multifamily residential real estate experience strongly preferred.
• Demonstrated ability to manage multiple projects, deadlines, and competing priorities independently.
• Strong analytical skills and the ability to organize, interpret, and summarize operational and financial information.
• Strong Microsoft Office proficiency is required , particularly Excel, Word, Outlook, and PowerPoint.
• Strong Excel skills, including formulas, sorting, filtering, data organization, and spreadsheet reporting; pivot tables and lookup functions preferred.
• Must be technologically savvy and capable of learning new software platforms and systems with minimal supervision.
• Experience with Yardi, RealPage, MRI, or similar property management systems is a plus.
• Experience with project management, task-tracking, reporting, or document management platforms is preferred.
• Excellent written and verbal communication skills.
• Strong follow-up, organizational, documentation, and problem-solving skills.
• Ability to communicate professionally with executives, property managers, vendors, and other stakeholders.
• Ability to handle confidential information with discretion.

Key Performance Expectations

The successful candidate is expected to:

• Maintain accurate, current, and reliable departmental trackers and reporting.
• Keep projects, assignments, and deadlines organized and moving forward.
• Follow up proactively on outstanding items without requiring repeated reminders from leadership.
• Provide timely, concise updates on project status, property performance, and issues requiring attention.
• Identify problems early and present practical solutions or recommended next steps.
• Coordinate effectively across asset management, property operations, leasing, accounting, and vendors.
• Maintain organized and accessible digital documentation.
• Demonstrate strong Microsoft Office and software skills in daily work.
• Learn new systems and processes independently and use technology efficiently.
• Improve departmental processes and reduce missed deadlines, communication gaps, and unresolved action items.
• Handle administrative responsibilities accurately while contributing meaningfully to operational oversight and departmental execution.
• Demonstrate accountability, sound judgment, initiative, and the ability to work independently.

Ideal Candidate Profile

The ideal candidate is organized, resourceful, analytical, technologically savvy, and comfortable operating in a fast-paced multifamily real estate environment.

They can move between detailed administrative work, project coordination, operational reporting, and problem-solving without losing track of priorities. They are comfortable working with spreadsheets, analyzing information, preparing reports, managing digital systems, and coordinating multiple initiatives at once.

They communicate effectively with different departments, professionally follow up on outstanding deliverables, and hold people accountable to deadlines. They do not simply identify obstacles; they work to resolve them and keep leadership informed.

Most importantly, this person can operate as a trusted extension of the Head of Asset Management, helping manage the department's daily workload, maintain visibility across the portfolio, and ensure important initiatives are completed without constant supervision.

This role is intended for a proactive, software-savvy professional who can help manage the department, improve execution, and support asset-level decision-making—not simply perform administrative tasks.