Colorado Nonprofit Association

Operations Specialist

 Position Summary: 

The Operations Specialist is responsible for streamlining, tracking, and improving operational systems, processes, and policies. Their tasks include managing and liaising with regional directors to achieve the highest operational efficiency across the property management operations department.  

  

This role’s duties include knowledge in project management, process improvement, training, leadership skills, communication skills and organization, while always ensuringall safety and operational standards. 

 Responsibilities and Essential Functions:   

Must be able to perform the position’s essential functions with or without reasonable accommodation. Essential functions include the ability to lift up to 50
pounds, occasional lifting,
carrying up to 20 pounds, extensive walking, and standing. Ability to operatepersonal computers and office equipment; read, record, and interpret information; ability to communicate effectively with staff, vendors, and residents. Climbing, Stooping, Kneeling, Lifting, Pulling, and Pushing
75-100% of the workday.
Other functions of the role include: 

1. Tracking KPI’s established in the strategic plan for the department. 

2. Keeps current and maintains in-depth knowledge of software used in the department, which includes but not limited to YARDI, SharePoint, Smartsheet’s, and Teams.  

3. Support the Development team, Finance, Resident Services, or Fund Development, which can include delivering reports, data, or providing support in completing requests on forms, narratives or entering information into databases. These requests could include support during an audit, acquisition, rehab, lease up or sale of a project. 

4. Responsible for ensuring all monthly or quarterly reports requested along with files being submitted to investment partners timely during the lease up process into stabilization of a project are appropriately stored. 

5. Attending recurring meetings to support lease ups. Provide any needed staff training and additional support required to meet the deadlines of a lease up. 

6. Supporting the 504 coordinators, which includes tracking of reasonable accommodation requests, policies, and procedures, and ensuring completion. 

7. Provides direct daily support to onsite managers which includes setting deadlines and tracking tools to ensure consistency and training across the portfolio.  

8. Responsible for Tracking down units and assuring that warranty of habitability issues are closed out within the legal timeframe. 

9. Training: 

a. Design training plan for staff using Yardie Aspire platform 

b. Design internal on-site and virtual training for staff related to operational systems and tracking processes 

c. Track and follow up on training programs for new property managers, and ongoing training for staff throughout the year and virtually. 

10. Process and Procedure: 

a. POC for updating property manuals, policies, and procedures for staff to reference. May be property specific. 

b. Parter with Property Managers and site staff to ensure the vacancy tracker is completed accurately and timely. 

c. Partner with Regional Directors to create a plan of action to ensure that the needs of the property are met in the absence of all critical staff.  

d. Tracking complaints/grievances to completion 

e. Lead process and team in onboarding new properties and offboarding existing Pillar Property service properties, including Yardi set up and conversions associated with a transition of management agents. 

  f. Communicate and provide feedback to VP Property Management on action plans for implementation and process improvement 

11. Offers support for all file and physical inspections with Regional Managers and Property Managers.  

12. Serve as a point of contact for external communication from general outreach for our department and disseminate communication accordingly. 

13. Assists VP Property Management with Special projects  

14. Manage and delegate tasks as needed 

15. Other duties as assigned. 

Qualifications/Work Experience:

· Bilingual preferred but not required 

· High schooldiploma or equivalent education required. 

· Extensive yearsof hands-on direct management of a team of an apartment or multi-family compliance department setting. 

· Certifications in professional skilledareas of process improvement, excel, property maintenance, such as CAM, SHCM, HCCP, or equivalent HUD related
compliance certifications.
 

Working Conditions

Works in climate-controlled environments and outdoorsettings of all weather conditions, with frequent interpersonal interactions. 

· Ability to assist at other RMC property locationsas needed. 

· Ability to work after hours, including on-call, nights, weekends,and holidays, as needed. 

REQUIRED:

· Yardi, Basic computer skills for completing and/or recording work order information and other standard business communications. 

· Operate and troubleshoot telephoneissues as needed.  

· Valid and current Colorado Driver License