RESIDENTIAL PROPERTY MANAGEMENT OPERATIONS COORDINATOR – CORPORATE OFFICE, SANTA BARBARA, CA
Who Are We
The Towbes Group, Inc. is a fully integrated real estate development, construction, and property management firm. With more than 63 years of experience in the Tri-County area, we are committed to providing exceptional service at all stages from project development to ongoing property management. Widely recognized for delivering excellence across all products and services, The Towbes Group has distinguished ourselves as not only a trustworthy, innovative organization but also as a vital community member.
What We Offer
An amazing opportunity to join our team as Operations Coordinator for our Residential Property Management Division at our corporate headquarters in beautiful Santa Barbara, CA. We are seeking a full-time Operations Coordinator who is detail-oriented with strong computer skills and the ability to multi-task successfully with external and internal customers to ensure all operational objectives are achieved.
Under the direction of the Portfolio Director, the Operations Coordinator is responsible for providing operational support to the onsite teams at the Towbes Group. The position will be responsible for the development and implementation of processes and standard operating procedures. The incumbent will work closely with subject matter experts to ensure that documentation is accurately maintained in the appropriate system. This role will identify potential areas of concern and prioritize efforts to keep the process and operating procedures repository up-to-date and complete. Additionally this person will provide onsite audit services to ensure compliance with Fair Housing and Towbes Group policies, and will float to properties to provide assistance when needed.
PRIMARY DUTIES AND RESPONSIBILITIES include, but are not limited to:
Ensure that all policies and standard operating procedures capture a true and complete view of all activities and processes within Residential Properties.
Update documents, forms, policies, and procedures to reflect legal or operational changes.
Draft new and update existing policies, forms, and/or standard operating procedures to fill any gaps in the current library of documents.
Collaborate with members of the corporate Residential Properties team to identify new forms, policies, and documents to be created.
Partner with subject matter experts to ensure form or P&P accuracy prior to distribution.
Manage all data in the PowerDMS system and serve as subject matter expert for corporate and onsite personnel.
Conduct onsite audits of lease files to ensure Towbes Group standards are being met.
Create short electronic surveys and assessments to test the transfer of knowledge when rolling out new P&P.
Provides administrative and project support to the Portfolio Manager and Residential Properties VP when needed.
Coordinate with development and construction departments to create and update site-specific utility maps for new projects.
May collaborate with the Training Manager to provide support during department wide onboarding processes.
Serve as point of contact for onsite personnel using websites such as Profit Stars, PowerDMS, and other sites as necessary.
Participate in the planning and facilitation of the manager, quarterly, and annual Residential Properties meetings.
Serve as mentor to new or newly promoted onsite employees, specifically Community Managers.
Other duties and projects as assigned.
Ability to prepare concise, logical and grammatically correct documents for internal and external use.
Strong grammar and usage to support review and editing of documents.
Skill in exchanging ideas and information with others for the development of forms, policies and procedures.
Ability to facilitate group meetings and discussions as it relates to policy, standard operating procedures, forms, or onsite compliance requirements.
Demonstrated commitment to customer service by providing timely responses to a high volume of requests with competing priorities.
Ability to organize material and information in a systematic way to optimize efficiency and maximize work-flow process.
Ability to analyze operational processes, including skill in modifying or adapting procedures based on the analysis.
Ability to work independently with frequent distractions and achieve required work results.
Skilled in MS Word, Excel, PowerPoint, Snag It, Adobe Suite, and other technical writing software or technology.
Flexibility to modify planned schedule to accommodate urgent need for onsite support.
Ability to maintain strict confidentiality on all matters.
WORK ENVIRONMENT and PHYSICAL REQUIREMENTS
The standard work week is Monday through Friday from 8:00 a.m. to 5:00 p.m. when working at the corporate office or learning lounge. When working onsite at a community the hours may vary to include a 9:00 a.m. to 6:00 p.m. schedule, Monday through Friday and/or weekends.
This role requires frequent sitting, standing, walking, stair-climbing, bending and reaching.
The incumbent will be required to drive between the corporate office and residential communities in Ventura County and Santa Barbara County.
The position requires constant communication in English through verbal, written, and various electronic means.
Ability to lift a minimum of 20 lbs.
Relevant work experience in a comparable role in the multi-family housing industry, or onsite in a property management position.
Proficiency with Yardi Multifamily Suite of Products.
Thorough knowledge of fair housing laws and corresponding best practices.
Industry certification through IREM or NAA preferred.
Bachelor’s degree or a combination of university level courses and practical experience.
MEASURES OF PERFORMANCE
Consistent supervisory satisfaction via performance reviews.
Optimum use of resources, cost-effective methods/procedures and cost-reduction efforts.
Sustain an atmosphere of cooperation, enthusiasm, teamwork, customer satisfaction, and professionalism.
Effectively role model of our core values internal and external customers, vendors, and service other providers.
The Towbes Group offers a competitive salary, a rewarding work environment, complete health care benefits, 401k plan with a company match and paid time off programs, and downtown paid parking. Clean DMV record, valid driver’s license, proof of vehicle insurance and pre-employment drug test will be required. EOE.
To apply for this position, please click the link below:https://towbes.clearcompany.com/careers/jobs/8649c43c-7b9c-fffc-6ce2-4f9b7f06ff49/apply?source=1326453-CS-15889