Centralized Administrative Support Team Specialist

COMAPNY OVERVIEW

Ovation, a family-owned and privately held real estate firm with a 40-year track record, is a vertically integrated organization specializing in the development, construction, and management of residential properties. To date, Ovation has developed over 40 properties, comprising more than 12,000 apartment units, with an additional 4,000 units currently in development pipeline. The firm's multifamily portfolio includes 6,000 Class A units, 400 active adult units, 2,200 affordable senior units, and 2,000 units managed for third parties for a total of 10,600 units under management.

Committed to enhancing the lives of individuals, families, and communities, Ovation continues to expand its impact, one home at a time.

We are a dynamic and collaborative team dedicated to excellence and innovation. We value diversity and believe that it contributes to our success. We are committed to providing our employees with the tools, resources, and support they need to succeed in their roles.

The primary objective of the Centralized Administrative Support Team Specialist is to provide consistent, accurate, and timely administrative, accounting, compliance, and delinquency support across assigned Ovation Property Management communities. This role is designed to remove recurring, non-customer-facing tasks from onsite teams so Community Managers and onsite associates can focus more directly on leasing, renewals, resident service, and property operations.

The Specialist performs a defined recurring task set across multiple communities, including month-end close support, rent charge-up, late fee auditing and billing, delinquency review, eviction referral coordination, move-in audits, Final Account Statements, lease compliance reconciliation, invoice processing, ledger adjustment ticket management, and former resident balance follow-up. By performing these responsibilities across multiple sites on a consistent schedule, the Specialist strengthens accounting accuracy, improves compliance controls, supports recoverable fee revenue capture, and creates a cleaner audit trail for assigned communities.

• Supports a customer service focused culture by allowing onsite teams to redirect time toward leasing, renewals, resident follow-up, and property presentation.
• Maintains a proactive, service-oriented approach when coordinating with Community Managers, Regional Managers, Corporate Accounting, and other internal partners.
• Ensures onsite teams remain the primary resident-facing contact while providing timely behind-the-scenes account, ledger, audit, and compliance support.
• Escalates account questions, discrepancies, or resident-impacting issues to the appropriate onsite team member within established timelines.
• Provides accurate information and follow-up to support a smooth resident experience during move-in, move-out, delinquency, and account reconciliation processes.

• Completes assigned month-end close tasks and supports rent charge-up on the 1st of each month for assigned communities.
• Audits resident accounts and bills eligible late fees on the 5th of each month in accordance with company standards, lease terms, and applicable requirements.
• Reviews resident ledgers to confirm fees, charges, credits, concessions, and adjustments are accurately posted.
• Processes site-level NV Energy invoices and other assigned administrative accounting items using established company procedures.
• Manages site-level ticket requests for resident ledger adjustments, ensuring requests are complete, accurate, and resolved timely.
• Supports recoverable revenue capture by auditing late fees, notice fees, eviction fees, and other assigned charge categories rather than assuming they have been billed correctly.
• Partners with Corporate Accounting to ensure work is completed accurately, timely, and in alignment with accounting deadlines.

• Reviews delinquent accounts after 7-Day notices have expired and identifies accounts eligible for referral to Karsaz & Associates or the appropriate eviction partner.
• Ensures all notice and eviction fees are charged to the correct resident accounts according to company procedure.
• Prepares or supports eviction referral packets and confirms required information is complete prior to referral.
• Works with Karsaz & Associates on the ongoing status of filed evictions and maintains weekly eviction status reporting for assigned…