Operations Specialist

JOB TITLE: Operations Specialist

JOB NUMBER FLSA Status: Exempt

DEPARTMENT DIVISION: Vesta Realty

GROUP: Residential Property Management 

REPORTS TO: Chief Operations Officer

JOB SUMMARY, DUTIES AND RESPONSIBILITIES, JOB REQUIREMENTS

SUMMARY

The Operations Specialist plays a pivotal role in ensuring the seamless operation and management of properties when a Property Manager or other key positions are vacant, or when additional training and support are needed. This role is vital in maintaining the property’s value, enhancing resident satisfaction, and achieving operational excellence. The Operations Specialist works to uphold the owner's best interests, oversee staff and contractors, and drive efficiency in all property operations.

DUTIES AND RESPONSIBILITIES 

Leadership and Staffing

• Oversee property staff to ensure optimal performance, including hiring, training, development, and disciplinary actions as needed.

• Manage staff schedules, workloads, and vacation planning to maintain adequate coverage.

• Evaluate and monitor employee and contractor performance, providing feedback and support to meet high standards.

Operational Excellence

• Maximize Net Operating Income and sustain high occupancy rates through effective management strategies.

• Conduct daily inspections of the property, including curb appeal, offices, and models, to identify and address potential issues.

• Ensure residents adhere to lease agreements, property rules, and community policies.

• Handle all move-in, move-out, and lease renewal processes with accuracy and efficiency.

Resident and Community Engagement

• Implement and oversee resident retention programs to foster strong relationships and enhance satisfaction.

• Serve as a professional and courteous point of contact for residents and prospects, maintaining a positive community image.

• Respond promptly to emergencies and resident concerns, carrying a company-provided cell phone for accessibility.

Financial and Administrative Duties

• Operate within fiscal guidelines, assist in budget planning, and ensure all Accounts Payable are accurate and submitted promptly.

• Monitor delinquencies, initiate eviction proceedings, and ensure adherence to legal processes.

• Prepare and submit timely and accurate reports, including weekly and monthly updates, to supervisors.

Marketing and Industry Insight

• Conduct regular market surveys, analyze competition, and stay informed of market conditions and trends.

• Collaborate with supervisors to design and implement effective marketing and advertising programs to drive occupancy.

• Build and maintain professional relationships within the community, engaging in public relations activities as needed.

General Duties

• Maintain confidential employee files and process payroll accurately.

• Ensure timely submission of all resident applications, verifications, and approvals.

• Monitor the appearance and effectiveness of property signage, making regular updates as necessary.

• Develop and arrange ongoing training for staff and self-improvement.

EDUCATIONAL REQUIREMENTS 

• High school diploma or equivalent required; additional education/training is a bonus.

• Bachelor’s degree highly preferred.

• Previous experience in the property management industry required.

PHYSICAL REQUIREMENTS 

• Occasional standing or walking within the office or to other facilities.

• Ability to sit for extended periods (up to 8 hours with breaks).

• Occasional bending, reaching, and stooping.

• Frequent use of hands for typing, writing, and handling documents.

• Ability to operate standard office equipment (e.g., computers, copiers, and phones).

• Adequate vision for reading and computer use (corrective lenses acceptable).

• Ability to hear and communicate effectively, including via phone.

• Ability to lift and carry items weighing up to 25 pounds occasionally (e.g., office supplies or small packages).

• Ability to drive a golf cart.

• Ability to climb stairs.

ADDITIONAL REQUIREMENTS

• Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc.

• Proficiency in property management software.

• Proficiency in software applications such as Microsoft Office and Gsuite.

• Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.

• Communication Skills: Strong verbal and written communication, with the ability to convey expectations clearly, provide constructive feedback, and interact professionally and respectfully with team members, stakeholders, and clients.

• Leadership & Team Development: Proven ability to lead, motivate, and develop teams, fostering a positive and collaborative work environment.

• Organizational & Strategic Planning: Ability to prioritize tasks, manage time effectively, and drive long-term planning and goal execution while maintaining attention to detail.

• Analytical & Problem-Solving: Demonstrates sound decision-making, critical thinking, and the ability to resolve complex issues efficiently.

• Adaptability: Flexible in adjusting to changing priorities, managing stressful environments, and navigating ambiguity.

• Multi-Tasking: Capable of managing multiple projects and responsibilities with efficiency and accuracy.

• Technical Proficiency: Proficient in basic mathematical, computer, and software skills, with the ability to learn new systems and tools quickly.

• Collaboration & Independence: Able to balance working autonomously with fostering teamwork across departments or teams.

• Professionalism & Confidentiality: Upholds confidentiality, models professional conduct, and maintains a high level of integrity.

• Customer & Stakeholder Focus: Demonstrates exceptional customer service skills and maintains strong relationships with internal and external stakeholders.

• Decision-Making & Accountability: Confident in making timely, data-driven decisions and taking accountability for outcomes.

• Change Management: Ability to lead teams through organizational changes, ensuring smooth transitions and maintaining productivity.

• Willingness to be on-call, carry a cell phone, and adjust work schedules as needed for major project assignments.

Please note: This job description is not intended to be an all-encompassing list of duties, responsibilities, or qualifications. Additional tasks and requirements may be assigned as needed to meet organizational objectives.