Portfolio Business and Operations Manager

Location: Playland Estates

Job Summary:

The Portfolio Business and Operations Manager combines hands-on, site-level business management with corporate-level administrative oversight across the multifamily portfolio. This individual is directly responsible for the daily operations, leasing, financial performance, and resident satisfaction of an assigned group of properties, while also performing centralized functions — including move-out audits, tenant refunds, write-offs, payroll deduction postings, and employee file audits — for all multifamily entities.

This is a traveling position. The Portfolio Business and Operations Manager travels routinely between assigned properties and is deployed to other entities on either coast as needed to provide corporate-level management support, cover staffing gaps, stabilize underperforming sites, and ensure consistency of policy, procedure, and reporting across the portfolio.

Assigned Properties:

The following entities are the primary properties under this position’s direct oversight:

Playa Apartments – Workforce Housing, Key Largo, FLVilla Portofino West – Homestead, FLVPW Landtrust – Homestead, FLFaro Blanco Apartments – Employee Housing, Marathon, FL Additional properties on the East and West Coast will be supported on an as-needed basis at the direction of the Director of Property Management.

Key Responsibilities:

Property Operations and Oversight Oversee the daily operations of all assigned properties, including workforce and employee housing communities.

Provide corporate-level management support at other entities as assigned, including travel to East andWest Coast properties to cover vacancies, transitions, audits, lease-ups, or performance issues.

Maintain a consistent standard of policy, procedure, documentation, and reporting across all properties supported.

Uphold property rules and regulations, including the management of Certificates of Insurance (COIs).Demonstrate a comprehensive understanding of leases and ensure compliance by both tenants and management.

Act as a liaison between maintenance teams and tenants to ensure maintenance requests are addressed efficiently and effectively.

Implement best practices in hiring, training, and supervising maintenance technicians and property management staff.

Leasing, Applications and Renewals Process new tenant applications, screening, approvals, and lease execution for the four primary assigned properties.

Process lease renewals, renewal offers, and rent increases in accordance with budget and Director of Property Management direction.

Maintain high occupancy through proactive pre-leasing, waitlist management, and turnover coordination.

For employee and workforce housing, verify eligibility and coordinate with the Director of Property Management for placement and occupancy.

Resident Relations and Customer Service Respond to customer service calls and emails for assigned properties and portfolio-wide inquiries routed to the corporate level.

Maintain regular contact with tenants to assess their needs and promptly resolve issues.

Enhance tenant retention through effective communication and exceptional customer service.

Move-Outs, Refunds and Account Reconciliation (All Multifamily Entities)
Complete move-out audits for all multifamily entities, including final ledger review, deposit accounting,and damage/charge verification.

Process tenant refunds accurately and within statutory and company deadlines.

Complete write-offs for remaining balances and submit supporting documentation for approval.

Coordinate the transfer of delinquent balances to collections and enforce the collections process when necessary.

Post NCS (National Credit Systems) remittance payments to past tenant accounts and reconcile recovered amounts against previously written-off balances.

Financial Administration and Reporting Ensure timely rent collection in accordance with the property budget and lease agreements.

Post bi-monthly payroll deduction credits to employee account ledgers and reconcile against payroll registers.

Code and approve invoices, track recoverable income, and review CAM reconciliations.

Provide detailed reports on property operations, including budget development, work order…