Property Operations Administrator

9911 Shelbyville Rd - Suite 200 - Louisville, KY 40223

• Position Type: Full-Time
• Job Shift: Any
• Education Level: 4 Year Degree

About Us:

Extell Management Services, Inc. is a sophisticated and intuitive management team that reinforces the commitment to maintain the quality of each Extell development that it oversees. The management portfolio includes New Yorks most recognized high-end condominium, rental, and commercial addresses for Extell Development Company. Founded and headed by Gary Barnett, Extell Development Company is a nationally acclaimed real estate developer of residential, office, retail and hospitality properties, operating primarily in Manhattan and other premier cities across the nation. Experiencing outstanding growth since its founding in 1989, the company's growing portfolio exceeds twenty million square feet.

Position Summary:

The Property Operations Administrator provides centralized administrative and operational support for Extell-managed residential properties. The role focuses on invoice processing, utility account review, resident inbox management, move-in documentation, reporting, procurement research, recordkeeping, processing final move-out statements, delinquency management, and correspondence. The position works closely with property managers, resident managers, leasing, accounting, vendors, and residents to ensure information is accurate, organized, documented, and routed for timely action. This is a remote support position and does not replace on-site property management, building inspections, direct staff supervision, or other duties that require physical presence at a property.

Essential Functions:

Invoice and Utility Administration

• Code invoices in Yardi using the appropriate property, account, and supporting documentation, then route entries for property manager review and approval.
• Review invoice information for completeness, consistency with contracts or recurring charges, and apparent discrepancies; escalate exceptions to the appropriate property manager or accounting contact.
• Review and process Con Edison invoices by cross-referencing leased, signed, and vacant unit information and calculating appropriate allocations among vacant-unit expense, accounts receivable, and deposits.
• Maintain current utility-account status as units transition between vacant, leased, and occupied status, and communicate required account changes or exceptions to the appropriate team member.
• Pre-code or maintain recurring charge templates for contracted monthly expenses such as landscaping, telephone, internet, and leasing supplies.
• Assist with invoice, payment, delinquency, rent roll, and budget-variance follow-up by preparing documentation and reports for management review.

Resident Inbox and Service Request Support

• Monitor, organize, and respond to the shared property inbox throughout the business day in accordance with established service standards and approved templates.
• Address routine resident administrative questions, including ledger requests, household or authorized-user access, elevator reservations, move procedures, and use of resident systems.
• Triage incoming messages by urgency and subject matter, redirect matters to the appropriate property, leasing, maintenance, accounting, or management contact, and track follow-up through resolution.
• Convert resident maintenance requests into complete work orders by gathering required details, guiding residents through submission, or entering the request in the designated system.
• Document resident requests and complaints accurately and maintain appropriate written records while protecting confidential information.
• Communicate with residents, vendors, and coworkers using clear, professional, and service-oriented language.

Move-In and Resident File Administration

• Send welcome communications to future residents with approved move-in procedures and required-document checklists.
• Collect and track evidence that the resident has placed the applicable Con Edison account in the resident’s name, mover certificates of insurance or self-move paperwork and deposits, and renter’s insurance documentation.
• Follow up on incomplete or piecemeal submissions and maintain a clear status tracker for outstanding move-in requirements.
• Rename, save, and organize documents in OneDrive using established naming conventions, then upload complete records to Yardi or other designated property systems.
• Create and maintain complete electronic resident and unit files, including leases, authorizations, acknowledgments, permissions, insurance documents, and other approved records.
• Create or update resident profiles in designated platforms, including BuildingLink, when assigned and supported by complete source information.

Reporting and Data Administration

• Pull leasing, property, and resident data from Yardi and other approved systems; transfer data to Excel; format reports; convert files to PDF; and prepare screenshots or supporting materials for distribution.
• Prepare recurring daily, weekly, mid-month, and monthly operational reports as assigned, including rent roll and leasing reports, while identifying discrepancies or stale information for management review.
• Maintain accurate records of management activity and provide requested status updates to the direct manager and property teams.
• Use Yardi as the system of record where directed and follow established controls when creating working files or supplemental reports.
• Maintain organized electronic filing systems for property correspondence, reports, insurance records, vendor information, and transactional support documents.

Procurement, Vendor, and Correspondence Support

• Research supplies and orders, obtain and document pricing for at least three comparable options when required, and present findings to the authorized decision-maker.
• Maintain current vendor and tradesperson records, contracts, contact information, certificates of insurance, and supporting documentation.
• Prepare delinquency notices, certified-mail letters, envelopes, mailing lists, and supporting records for review and execution; coordinate physical mailing through designated on-site staff or an approved mailing service.
• Assist with vendor communications regarding invoices, billing questions, documentation, scheduling information, and payment status, escalating decisions outside the role’s authority.
• Prepare drafts of resident, vendor, and property communications for manager review before distribution when approval is required.

General Administrative Support

• Coordinate across property management, resident management, leasing, accounting, and other departments to keep administrative workflows moving and responsibilities clearly assigned.
• Maintain confidentiality of resident, vendor, financial, and proprietary company information.
• Follow company policies, document-retention practices, approval requirements, and security procedures when handling records or system access.
• Keep the direct manager informed of workload, priorities, recurring issues, and assignments requiring escalation.
• Perform other remote administrative duties related to residential property operations as assigned.

Delinquency Management

• Review delinquency reports and resident ledgers for accuracy, identify outstanding balances, and flag discrepancies for property manager or accounting review.
• Prepare and distribute approved delinquency notices and account statements in accordance with established timelines, templates, and escalation procedures.
• Maintain detailed records of notices, resident communications, payment commitments, supporting documents, and follow-up activity in the designated system.
• Coordinate with residents, property teams, and accounting regarding payment status, ledger questions, and documentation while referring disputes, legal matters, and exceptions to management.
• Track delinquent accounts through resolution and provide recurring status updates and escalation reports to the appropriate property manager.

Manage the Move-Out Process

• Provide residents with approved move-out procedures, required-document checklists, scheduling requirements, and applicable building rules.
• Collect and track notices to vacate, forwarding information, mover certificates of insurance, elevator reservations, deposits, and other required move-out documentation.
• Coordinate administrative details with residents, leasing, property staff, accounting, and designated on-site personnel to support an orderly move-out and unit turnover.
• Update resident and unit records in Yardi, BuildingLink, OneDrive, and other designated systems, including forwarding addresses, move-out dates, and supporting documentation.
• Compile final account information, charges, credits, inspection documentation, and supporting records for management and accounting review.
• Prepare and process final move-out statements following required approvals, maintain complete closeout records, and escalate disputes or exceptions to the property manager.

Qualifications

Qualifications:

• Bachelor’s degree preferred; relevant property management, real estate, accounting, administrative, or customer service experience may be considered in lieu of a degree.
• At least two years of property management and residential operations experience required.
• Experience with Yardi or a comparable property-management system strongly preferred.
• Proficiency in Microsoft Excel, Word, Outlook, OneDrive, and PDF preparation or similar resident platforms is a plus.
• Experience handling invoice coding, resident records, reporting, document management, or utility billing is preferred.

Competencies:

• Exceptional attention to detail and accuracy when coding invoices, calculating allocations, maintaining records, and preparing reports.
• Strong organization, prioritization, and follow-through across high-volume, deadline-driven workflows.
• Clear and professional written and verbal communication with residents, vendors, and internal partners.
• Ability to distinguish routine matters from issues requiring escalation or on-site response.
• Sound judgment, discretion, and commitment to confidentiality.
• Comfort working independently in a remote environment while maintaining consistent communication and accountability.
• Service-oriented approach and ability to manage multiple requests calmly and professionally.

Compensation & Benefits:

Extell Management Services, Inc. offers competitive pay and benefits; and opportunities for professional growth and advancement.

Equal Opportunity Employer:

Extell Management Services, Inc. is an equal opportunity employer. Employment decisions are based on business needs, job requirements, and individual qualifications, without regard to any status protected by applicable law.