Operations Specialist

The Operations Specialist supports the implementation and management of the Yardi software program across our portfolio of market rate and affordable housing properties. This role assists the Management Specialist and the Director of Operations in software troubleshooting, operational support, and integrating company policies and forms into the Yardi system. Additionally, the Operations Specialist is responsible for the accurate posting of HUD Housing Assistance Payments (HAP) and the transmission of tenant data to agencies such as IHCDA, Rural Development, and HUD.

Yardi

Yardi System Management 

System Setup and Maintenance:

1. Assist in the setup, maintenance, and troubleshooting of Yardi systems, ensuring consistent performance and reliability under the guidance of the Management Specialist.
2. Support Yardi implementations and software upgrades, facilitating a smooth transition and minimizing disruptions.

User Access Management:

1. Assist with user access setups, permissions, and terminations across Yardi and related platforms such as Maintenance IQ, Rent Cafe, and other modules.
2. Ensure proper access controls and security protocols are in place and adhered to.

Operational Support:

1. Provide backup support for Property Managers with questions related to Yardi, serving as a reliable point of contact.
2. Troubleshoot specific issues in Yardi including:
   • Incorrect certifications
   • Ledger corrections and lease charge issues
   • Retrieving reports that provide necessary data
   • Managing move-outs and move-ins
   • Deposit accounting and final account statements
   • Work order management
   • Correct checks that were posted to the wrong account
   • Correct lease charges that were the wrong code or adjust how a payment was applied

Relationship and Connection Maintenance:

1. Build and maintain strong relationships with Property Managers and Maintenance Technicians to foster effective communication and teamwork.
2. Facilitate system setups and maintain ongoing connections, ensure all team members are proficient with Yardi functionalities.

Training and Guidance:

1. Instruct Property Managers on troubleshooting and correcting errors within their systems to ensure operational efficiency and accuracy.
2. Provide continuous support and guidance during the new system implementations and updates.

Yardi Reporting and Data Transmission:

1. Assist with quarterly audits of tenant transactions.
2. Monitor and the accuracy and timeliness of submissions to comply with regulatory requirements.
3. Generate reports within Yardi and disseminate information.

Yardi Maintenance and Marketplace:

1. Assist in implementing Maintenance IQ
2. Help train Maintenance Team on Maintenance IQ
3. Track project appliances, carpet replacements and equipment within Yardi
4. Maintain accurate and up to date supplier information in the Yardi supplier marketplace, including contact details, service offerings, and pricing.

Yardi PO System Integration:

1. Facilitate the integration of PO processes into Yardi, ensuring that purchase orders, invoices, and payments are efficiently processed through the system.
2. Monitor the automation of procurement tasks in Yardi and adjust workflows to maximize efficiency and accuracy.
3. Help train and provide support to Property Managers and Maintenance Technicians.
4. Spot check that tenant damage purchase orders are charged back to tenants.

Yardi Accounts Receivable:

1. Manage HUD HAP payments: Provide support for accounts receivable processes focusing on the management and processing of HUD Housing Assistance Payments (HAP).
2. Support Property Managers: Assist Property Managers with the accounts receivable program, offering guidance and troubleshooting via telephone to ensure effective use of the system.
3. Training on Error Correction: Instruct managers on proper procedures to correct any errors in their systems, ensuring accuracy and compliance with financial protocols.

Document Management:

1. Assist with document management within Yardi system.
2. Assist with the creation, filing, and management of operational forms, policies, and procedures, including standard operating procedures, contracts and lease agreements. 
3. Maintain an organized digital and physical filing system to ensure easy access to important documents.

Forms, Policies, and Procedures:

1. Integrate and manage company specific forms and documents within the Yardi system.
2. Rework and maintain Property Manager training manuals and procedural guidelines.
3. Maintain and update operational policies and procedures, as directed by the Director of Operations.
4. Create and maintain smart-use training manuals.
5. Correct and update rental forms as needed.

General Administrative Duties:

1. Create and update spreadsheets, fliers, reports, and other documents as requested.
2. Provide administrative support to the Director of Operations, such as scheduling meetings, preparing reports, and managing correspondence.
3. Organize and facilitate operational meetings and company events.
4. Complete data entry and projects timely and accurately.
5. Assist in tracking unit inspections.
6. Assist in maintaining and disseminating manager contracts.
7. Assist in maintaining and disseminating Maintenance Technician contracts.
8. Assist with billing issues related to training and other needs.
9. Assist with coordinating manager training events.
10. Help facilitate internal communications.
11. Assist with communicating inspection dates and response deadlines.

Qualifications:

1. Minimum of 1-2 years experience in an administrative or support role within property management or a related field, preferably with exposure to property management software systems.
2. Proficient in Microsoft OfficeSuite, with strong capabilities in Word, Excel, PowerPoint, Teams and Outlook.
3. Excellent communication skills.
4. Strong problem-solving skills.
5. Ability to proactively address and resolve issues.
6. Highly organized with the ability to prioritize and meet deadlines.
7. Professional demeanor and adaptable to changes.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Biggs Group Family of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.