What are the responsibilities and job description for the Operations Specialist position at McCormack Baron Management, Inc.?
Position Overview:
The Operations Specialist supports the Property Management Team by managing business operations and coordinating key departmental and financial tasks. This role ensures compliance with regulatory requirements while contributing to organizational goals related to housing accessibility, affordability, and operational excellence.
Key Responsibilities (Essential duties and function):
This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.
Receivables and Rent Collections:
- Process rent payments and consolidate receipts for nationwide communities.
- Communicate with delinquent residents monthly via accounting platforms, email, certified mail, or other methods. Document all efforts in the Property Management software.
- Review resident ledgers and apply necessary adjustments within 72 hours of receiving supporting documents.
- Coordinate with Federal/State/local agencies and other partners regarding rent-related matters.
- Ensure effective communication with community teams and residents.
- Monitor and close out overdue tasks daily via the accounting software dashboard.
Lease Renewal and Recertification:
- Support Site Managers with administrative tasks related to lease renewals and recertifications.
- Conduct annual and interim resident recertifications per Federal, State, and local guidelines.
- Verify income eligibility, compute household income, and prepare required documentation.
- Handle income changes, interim reviews, and adjustments to housing assistance payments.
Leasing and Occupancy:
- Assist site personnel with leasing efforts to increase occupancy rates.
- Manage online application processes and verify applicant eligibility.
- Prepare lease agreements and documentation for move-ins.
- Coordinate appointments and tours for prospective residents.
Work Order Management and Quality Assurance:
- Enter work orders into Yardi and assign them to the on-site team. Follow up to ensure timely completion.
- Conduct regular quality assurance checks and resident feedback surveys.
- Assist with closing out work orders in the property management system as needed.
Qualifications:
- Customer service experience in hospitality or a customer-facing role.
- Ability to handle various leasing and property functions flexibly.
- Strong communication, organizational, and problem-solving skills.
- Proficiency in Microsoft Word, Excel, and Outlook; Yardi experience is a plus.
- Mathematical accuracy and attention to detail in spelling and grammar.
- Capability to resolve applicant and resident issues effectively.
- Physical ability to perform tasks such as lifting files and using office equipment.
McCormack Baron is an Equal Opportunity-Affirmative Action Employer committed to diversity, inclusion, equity, and belonging.
