Operations Manager

Archie Winthol Management, Inc. is a multi-family investment and development company that prides itself on providing high-quality service to tenants and maintaining excellent relationships with property owners and vendors. We manage a diverse portfolio of properties, focusing on tenant satisfaction and operational efficiency.

We are seeking an Operations Manager who will report directly to the COO and take ownership of the day-to-day operations, including property management, maintenance coordination, tenant relations, and construction project support. The ideal candidate is operationally minded, detail-oriented, and can build and maintain relationships with contractors, tenants, and internal teams.

Key Responsibilities

Property Management:

1. Serve as a liaison between tenants, onsite managers, and the main office to ensure smooth communication and resolution of issues.
2. Investigate and resolve missed rent payments with tenants and managers.
3. Address tenant complaints and handle issues in a timely and professional manner.
4. Draft and distribute various types of communication, including email notices and on-site postings.

Maintenance & Repairs:

1. Respond to maintenance requests and ensure timely scheduling and completion.
2. Maintain and update the maintenance log, reporting on metrics weekly.
3. Build strong relationships with contractors and service providers, negotiating pricing and overseeing service quality.

Building & Facility Maintenance:

1. Conduct property inspections three times per week to ensure the highest standards of building upkeep.
2. Communicate any issues to tenants and management promptly and arrange vendors as needed.
3. Schedule routine services such as elevator maintenance, cleaning, gardening, fire safety inspections, and insurance checks.

Tenant Relations & Leasing Management:

1. Oversee the tenant application process, ensuring proper screening and documentation.
2. Prepare and present lease agreements for tenant signing.
3. Coordinate all move-in and move-out processes, including inspections, building access, and post move-in walk-throughs.
4. Advertise vacancies and collaborate with leasing agents to ensure timely and efficient tenant placement.
5. Stay current on local rental market rates and adjust pricing strategies accordingly.

Turnover & Move-Out Coordination:

1. Manage move-out inspections, assess property damage, and coordinate necessary repairs.
2. Ensure security deposit returns are handled in compliance with legal guidelines (within 21 days).
3. Oversee cleaning and ensure the unit is prepared and rent-ready in a timely manner.

Construction & Project Management:

1. Engage in project planning, resource communication and allocation, and define deliverables from the pre-construction through completion phases.
2. Track construction project timelines and ensure milestones are met.
3. Collaborate with city officials to obtain necessary permits for property projects.
4. Provide support to contractors during project builds, ensuring smooth coordination and communication.
5. Oversee final inspections and approvals required for project completion.

Budgeting & Forecasting:

1. Assist in creating and managing annual budgets for individual properties and projects.
2. Work with the COO to forecast expenses and optimize operational costs.

Compliance & Local Regulations:

1. Stay up-to-date on local property laws, regulations, and news, ensuring all operations remain compliant.
2. Implement changes as necessary to align operations with new regulatory requirements.

Qualifications

1. Bachelor’s degree in Business, Real Estate, or related field preferred.
2. 5+ years of experience in property management, operations, or a similar role.
3. Proven experience in building and maintaining tenant and contractor relationships.
4. Strong project management skills, with experience managing construction timelines and budgets.
5. Excellent written and verbal communication skills.
6. Proficient in budgeting, forecasting, and financial management.
7. Ability to multitask, prioritize, and manage various operational responsibilities in a fast-paced environment.
8. Familiarity with property management software and tools.

Skills & Competencies

1. Strong problem-solving skills with attention to detail.
2. Ability to lead and manage cross-functional teams.
3. Negotiation skills, particularly in working with contractors and service providers.
4. Self-motivated and proactive, with a high degree of accountability.

Compensation

Compensation for this position is based on experience and ranges from $82,000-$108,000 per year.