Operations Manager, Commercial Property Service

Reports To
:
First Vice President, Commercial Property Services

The operations manager provides administrative, operational, and financial-support for the Commercial Property Services leadership team and the broader property management staff. This role is the central point of coordination across new-property onboarding, property and contract offboarding, employee lifecycle administration, billing and invoicing support, property-management-system administration (Prism/Building Engines, Nexus, Vector Solutions), contract and agreement drafting support, and day-to-day executive support to senior leadership.

The role also owns the logistics that keep the team's recurring meetings, trainings, and culture events running
-from room bookings and catering orders to headcount tracking - along with a life-safety responsibility as a building floor warden. Success in this role requires strong organizational discipline, comfort managing many concurrent, deadline-driven work streams, and the judgment to know when an item needs to be escalated rather than handled independently.

Associate or bachelor's degree preferred, or equivalent combination of education and relevant administrative/coordination experience.

• 2+ years of experience in an administrative, executive support, or coordinator role; commercial real estate or property management experience strongly preferred.
• Experience with accounts payable/billing processes and property-management or accounting software is a plus.
• Primarily an office environment with regular use of a computer, telephone, and standard office equipment.
• Occasional need to move about the office and building to fulfill floor warden and meeting-logistics responsibilities.
• This position is on-site; occasional local travel between office locations may be required.
• Strong organizational and time-management skills, with demonstrated ability to manage a high volume of concurrent, deadline-driven tasks across multiple stakeholders.
• Proficiency with Microsoft Office (Outlook, Excel, Word, Teams) and ability to learn property-management and accounting software platforms (e.g., Prism/Building Engines, Nexus, Yardi, Vector Solutions).
• Strong written and verbal communication skills, including comfort drafting professional correspondence and basic contract redlines.
• Sound judgment in prioritizing tasks and identifying when an issue requires escalation to leadership.
• Discretion in handling confidential financial, contractual, and personnel information.
• Comfort working independently while proactively keeping leadership informed of status and open items

• Property & Entity Onboarding
• Completes new-entity/property set-up documentation for every newly won management assignment, including legal entity name, tax , accounting method (cash vs. accrual), designated property-management system (Prism, Yardi, or Nexus), and outside bank account requirements.
• Routes completed set-up forms to the appropriate internal distribution list, assigned property manager, and approvers; establishes the approver hierarchy for each new property in the accounting system.
• Requests and tracks collection of IRS Form W-9 from new property owners and associations prior to system finalization.
• Coordinates new SharePoint site/folder access for newly onboarded properties and projects.
• Manages the equivalent onboarding process for new condominium and homeowners' association engagements, including confirming bank accounts and manager assignment.
• Property & Contract Offboarding
• Prepares and files termination documentation when a managed property is sold or a management agreement ends.
• Notifies relevant internal stakeholders and distribution lists when management of a property ends, so billing, engineering coverage, and system access are discontinued appropriately.
• Employee Lifecycle Administration
• Completes HR exit/termination paperwork for departing employees and routes required documentation to Human Resources.
• Coordinates timed removal of system and building access for departing employees.
• Processes property manager reassignment notices when portfolio assignments change, and updates system approver access to match.
• Supports new-hire onboarding: completes new-hire intake documentation, coordinates business card orders, schedules employee headshots, initiates corporate credit card set-up requests, and loops in IT for system access provisioning.
• Billing, Invoicing & Financial Administration
• Compiles recurring work-order billing reports across multiple markets and routes them for management approval prior to invoicing; produces a year-to-date roll-up on a periodic basis.
• Reviews fuel-card and corporate credit card statements, applies correct general ledger coding, and routes for payment approval.
• Prepares and issues invoices for association clients and select properties, including back-billing when required.
• Maintains and troubleshoots the invoice approval routing/hierarchy to ensure timely processing.
• Supports drafting of…