Real Estate Operations

The Operations Team Member ensures day-to-day administrative, leasing, compliance, and reporting operations run smoothly across multiple manufactured housing communities. This role is execution-focused, detail-driven, and critical to maintaining operational accuracy, speed, and consistency.

Core Responsibilities

1. Leasing & Resident Administration

• Enter and maintain leases, renewals, move-ins, and move-outs in Rent Manager

• Upload and organize resident documents (IDs, income proof, applications, agreements)

• Track lease expirations and flag renewals in advance

• Process resident info sheets and verify completeness

2. Background Checks & Compliance

• Run and track background & credit checks

• Record approvals/denials per Fair Housing guidelines

• Maintain audit-ready files for every resident

• Support compliance with HUD, state, and park-level rules

3. Charges, Billing & Collections Support

• Post rent, utilities, late fees, and one-time charges accurately

• Assist with water, sewer, trash, and power billing setups

• Identify and flag NSFs, delinquencies, and discrepancies

• Coordinate with accounting on corrections and reconciliations

4. Maintenance & Work Order Support

• Create and update work orders in Rent Manager

• Track status and follow up with Community Managers

• Upload invoices, notes, and before/after photos

• Help ensure maintenance hours are logged correctly

5. Reporting & Data Accuracy

• Prepare weekly and monthly reports, including:

• Occupancy

• Delinquencies

• Move-ins / Move-outs

• Leasing pipeline

• Validate data accuracy across RM and Google Sheets

• Highlight exceptions, trends, and risks proactively

6. Communication & Coordination

• Serve as back-office support for onsite Community Managers

• Communicate clearly via Slack and email

• Escalate issues with context and documentation

• Maintain professional, calm, and solution-oriented communication

Key Performance Indicators (KPIs)

• Data accuracy rate: ≥ 99%

• Lease processing turnaround: ≤ 24 hours

• Background check completion: Same business day

• Billing error rate: Near zero

• Report timeliness: 100% on time

• Slack responsiveness: Within agreed SLA

Requirements

Technical

• Strong proficiency in Rent Manager (or ability to learn fast)

• Google Sheets, Docs, Drive

• Basic understanding of U.S. leasing & billing concepts

• Behavioral

• Extremely detail-oriented

• Process-driven and organized

• High integrity with confidential data

• Proactive problem-solver

• Comfortable supporting multiple communities simultaneously

• Work Expectations

• U.S. Central Time overlap required

• Daily time tracking (Hubstaff or equivalent)

• Strict adherence to SOPs

• Zero tolerance for data manipulation or shortcuts

• Growth Path

• Senior Operations Specialist

• Operations Lead / Team Supervisor

• Specialized roles (RM Expert, Compliance Lead, Billing Lead)

Ideal Candidate Profile

2+ years in real estate back-office, property management, or operations

• Prior experience supporting U.S. clients preferred

• Calm under pressure, execution-focused, and dependable

• “Gets things done right the first time”

• Required Skills & Attributes for Operations

Technical

• Strong proficiency in Rent Manager (RM) or demonstrated ability to learn quickly

• Google Sheets, Docs, Drive (intermediate to advanced)

• Working knowledge of U.S. leasing, billing, and compliance concepts