What are the responsibilities and job description for the Operations Support Specialist position at ALCO MANAGEMENT INC?
Job Details
Description
SUMMARY OF POSITION
The Operations Support Specialist role provides support for the three departments of the Operations Division: Property Management, Compliance, and Learning and Development, supporting understaffed properties and assisting site staff with compliance and training needs.
ESSENTIAL FUNCTIONS OF THE POSITION
This role is multi-faceted, and its responsibilities will be fluid based on portfolio and company needs. The following job responsibilities are listed in order of priority. The SVP of Operations will work with the Operations Support Specialists on a weekly basis to determine which of the following job functions will be their present responsibility.
Property Management:
- Provide remote office support to understaffed properties
- Process initial, annual, and interim certifications and prepare and sign leases and related documents in order to maintain compliance with affordable programs and company policies
- Manage waitlist, including contacting potential residents
- Communicate with maintenance staff regarding maintenance needs including preventative maintenance, make-readies and maintenance requests
- Working with Regional Property Manager to optimize their time onsite, including scheduling resident appointments and document delivery, coordinating review of make ready units, and communicating about other onsite needs
- Managing the sites phone, voicemail and email
- Work onsite at understaffed properties within budgetary constraints, as approved by the SVP of Operations
- Support site staff in completion of initial qualifying certifications during start of LIHTC-funded acquisition/rehab projects
- As time allows, support staffed properties with file processing
Compliance:
- Provide expertise on Rent Café and Right Source Processes including participation in relevant internal and external meetings
- Manage Help Desk tickets, referring help requests to Director of Compliance or Operational Systems Manager
- Track, compile and communicate issues that arise in Rent Café, Right Source and Yardi Voyager in order to create system improvements
Learning & Development:
- Serve as Subject Matter Experts for new process and software implementations that affect the Property Management Department; test and review documented processes, provide feedback/updates to assist with the development of training materials, and alert the L&D team to any changes in process in a timely manner
- Serve as ambassadors for new process and software implementations; attend and actively participate in train-the-trainer sessions, providing support and one-on-one assistance on a limited basis for identified team members who may need additional support after initial training and coaching
- Other duties as assigned.
WORK ENVIRONMENT
Operations Support Specialists will be a member of the Operations Team and report to the Senior Vice President of Operations. They will work from sites, the central office and from home.
INTERNAL AND EXTERNAL RELATIONSHIPS
Internally, Operations Support Specialists will work closely with the SVP of Operations, the VP of Property Management, the Directors of Compliance and Learning & Development, as well as the Regional Property Managers and site office staff.
Externally, she/he will have contact with RightSource/RentCafe auditors.
CHALLENGES
Working remotely to support multiple properties and initiatives while managing relationships with onsite and Central Office staff. The job will require good people skills, self-motivation and self-direction as the individual, to be successful, will work across reporting lines.
Qualifications
KNOWLEDGE & SKILL REQUIREMENTS
- Education & General Requirements
- Expertise with Project-Based Section 8 and Tax Credit programs
- Expertise with Rent Café/Right Source and Yardi programs and requirements
- Ability to multi-task and to meet deadlines
- Ability to communicate professionally and effectively with co-workers, residents, vendors and corporate staff
- Expertise with Microsoft Office (Excel, Word, Teams, and Outlook).
- Ability to communicate in oral and written form with various levels of the organization
- Accessible after hours for emergencies
- Ability to travel out of town & overnight
- High School Degree
Equipment Operation
Computer Equipment and office equipment.
Experience
Community Manager, Assistance Community Manager, Compliance or Accounting experience required
