Job Description

The Property Operations Coordinator plays a critical role in supporting the day-to-day operations of a fast-paced, multi-site property management portfolio across both Affordable Housing and Conventional communities. This role serves as an operational backbone between Corporate Leadership and onsite teams, helping ensure that property operations run efficiently, consistently, and in compliance with company standards.

This position is heavily focused on operational execution—not leasing, sales, or front-desk administration. The ideal candidate understands how property management operations function behind the scenes, including financial reporting, vendor coordination, compliance deadlines, onsite team accountability, and cross-departmental communication.

The Coordinator helps drive accountability across the portfolio by tracking deadlines, following up on missing deliverables, organizing operational reporting, supporting CapEx and vendor processes, and helping leadership maintain visibility across multiple properties and teams.

This role requires someone who is highly organized, proactive, detail-oriented, and comfortable working with multiple departments including Operations, Accounting, HR, Maintenance, Compliance, and onsite staff. Success in this role comes from strong follow-through, urgency, problem-solving, and the ability to keep moving pieces aligned without constant direction.

This is a temp-to-hire opportunity, designed to provide immediate operational support while evaluating long-term fit for both the employee and the company. The role is primarily based in the Corporate Office, with occasional onsite support at assigned properties as needed. This is ideal for someone with strong operational property management experience who can step in quickly, support leadership, and help stabilize day-to-day execution across the portfolio.

Position Type & Conversion Opportunity

This role will begin as a temporary full-time assignment with the potential to transition into a regular full-time employee position based on business needs, performance, and overall fit within the organization.

During the temporary assignment, the employee will be expected to quickly integrate into ongoing operational workflows and provide hands-on support across reporting, compliance tracking, financial coordination, and onsite operational follow-up.

This is not a training-based entry-level role—we are seeking someone who can bring immediate operational value, identify gaps, and help improve execution across the portfolio from day one.

Upon successful completion of the temporary period, the position may be considered for permanent hire, which would include eligibility for company-sponsored benefits, PTO, and other full-time employee programs in accordance with company policy.

Key Responsibilities

Operations & Reporting Support

• Assist in compiling and distributing weekly and monthly property performance reports including occupancy, delinquency, budget tracking, and operational KPIs
• Track completion of required reporting from onsite teams and follow up on outstanding submissions
• Maintain organized records of operational reports, supporting documentation, and portfolio data
• Support Regional Managers and Corporate Leadership with ad hoc reporting, analysis, and operational follow-up

Accounting & Financial Coordination

• Partner with Accounting to track and follow up on variances, missing documentation, and required financial submissions
• Assist with invoice tracking, vendor setup coordination, and CapEx documentation including bid collection and organization
• Ensure timely submission of required financial documentation from onsite teams
• Support bank reconciliation follow-ups and basic financial tracking as directed

Administrative & Process Coordination

• Maintain and help enforce standardized operational processes across the portfolio
• Track compliance with internal policies, procedures, and required workflows
• Assist with rollout of new initiatives, systems, and operational improvements
• Monitor completion of required tasks such as proposals, inspections, and compliance deadlines
• Support corporate travel booking and scheduling as needed

Communication Management

• Draft and distribute clear, concise communication to onsite teams on behalf of Corporate Leadership
• Serve as a liaison between Operations, Accounting, HR, Maintenance, and onsite teams
• Ensure consistent messaging and timely follow-up across all levels of the organization
• Proactively track, follow up, and escalate outstanding items to reduce communication gaps

Onboarding & Offboarding Support

• Coordinate onboarding logistics for new hires including system access, documentation, and training assignments
• Partner with HR and department leaders to ensure a smooth onboarding experience
• Support offboarding processes including access removal, documentation tracking, and communication coordination
• Maintain onboarding materials and process documentation

Compliance & Affordable Housing Support

• Assist in tracking affordable housing compliance requirements including certifications, recertifications, and file documentation
• Monitor deadlines and follow up with onsite teams regarding outstanding compliance items
• Support audit preparation including REAC, NSPIRE, file audits, and inspection readiness by organizing required documentation

Resident & Employee Relations Support

• Assist in reviewing and routing resident concerns to appropriate teams for timely resolution
• Support documentation and tracking of employee relations matters in partnership with HR
• Help ensure sensitive situations are handled with professionalism and confidentiality
• Monitor trends in resident and employee feedback and escalate concerns appropriately

Onsite Support & Coverage

• Provide occasional onsite support at San Diego-area properties for operational needs, training support, and temporary coverage
• Perform light administrative support onsite including office organization, document management, and front-office support
• Support onsite teams during staffing gaps, transitions, and high-demand periods
• Reinforce operational training and consistency across locations

Operational Background Preferred

The ideal candidate will have a strong operational background within property management or a similar multi-site operations environment. This role requires someone who understands how property operations function at both the corporate and onsite level, including reporting, compliance follow-up, vendor coordination, budget-related tracking, resident issue escalation, staffing support, and deadline management.

Prior experience supporting Regional Managers, Community Managers, Accounting, Compliance, Maintenance, or Corporate Operations is strongly preferred. The candidate should be comfortable working behind the scenes to keep processes moving, identify gaps, follow up on outstanding items, and ensure leadership has visibility into property-level needs.

This is a hands-on operations support role, not a front desk or purely administrative position. The right candidate will be proactive, organized, and able to manage multiple moving pieces across departments and properties with urgency, professionalism, and strong follow-through.

Qualifications

• 2–4 years of experience in property management, operations, administrative coordination, or similar support roles
• Experience supporting multi-site portfolios strongly preferred
• Exposure to Affordable Housing programs including HUD, LIHTC, and Section 8 strongly preferred
• Strong understanding of property management systems such as Entrata, Yardi, AppFolio, or RealPage
• Proficient in Microsoft Office including Excel, Outlook, and Word
• Highly organized with strong attention to detail and follow-through
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Ability to work independently while maintaining strong collaboration across teams
• Strong sense of urgency, ownership, and accountability

Travel & Work Requirements

• Position is based in the Corporate Office with occasional travel required for onsite support and training
• Travel may include local San Diego properties and limited out-of-area support as needed
• Valid driver’s license and reliable transportation required
• Ability to travel between properties and the Corporate Office during the workday

Why This Role Matters

This role is critical in driving operational consistency, improving communication, and supporting compliance across the portfolio. By bridging Corporate and onsite teams, the Property Operations Coordinator helps ensure processes are followed, gaps are addressed quickly, and teams are supported where they need it most.

This position directly impacts the success of both onsite teams and Corporate Leadership by helping create structure, accountability, and operational excellence across the organization.