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

Originally posted on Himalayas