Portfolio Operations Coordinator - New York, NY 10017
New York, NY
Full Time
Mid Level
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Overview
The Portfolio Operations Coordinator supports the Director in overseeing the physical operations, maintenance execution, and overall presentation of a multi-site portfolio of luxury multifamily properties throughout New York City. This role partners closely with senior leadershipto assist in developing and implementing portfolio-wide standards while ensuring consistency, operational efficiency, and a high-quality resident experience across all assets. The position is highly field-oriented, with a strong emphasis on property inspections, team leadership, and execution of day-to-day operational priorities, while also contributing to portfolio-level initiatives and performance goals.
Essential Job Functions
Overview
The Portfolio Operations Coordinator supports the Director in overseeing the physical operations, maintenance execution, and overall presentation of a multi-site portfolio of luxury multifamily properties throughout New York City. This role partners closely with senior leadershipto assist in developing and implementing portfolio-wide standards while ensuring consistency, operational efficiency, and a high-quality resident experience across all assets. The position is highly field-oriented, with a strong emphasis on property inspections, team leadership, and execution of day-to-day operational priorities, while also contributing to portfolio-level initiatives and performance goals.
Essential Job Functions
- Collaborate with senior leadershipto develop and refine portfolio-wide standards for customer service, cleanliness, building appearance, signage, and resident-facing spaces.
- Translate standards into clear procedures, inspection criteria, and actionable tools for on-site teams.
- Provide field-based feedback to continuously improve standards based on real-world conditions.
- Ensure consistent implementation of brand and operational standards across all properties.
- Conduct regular property inspections to ensure assets are clean, well-maintained, and free of deferred maintenance or presentation issues.
- Identify deficiencies and partner with on-site teams to ensure timely resolution.
- Coordinate with Director to oversee building systems, maintenance operations, and preventative maintenance programs.
- Uphold luxury-level presentation standards across all properties.
- Support on-site teams including Resident Managers, and maintenance staff.
- Assist with recruiting, onboarding, training, and performance management, including identification of staffing gaps, training needs, and performance issues, escalating as needed.
- Work with Director to establish clear expectations, goals, and accountability measures.
- Foster a culture of professionalism, responsiveness, and attention to detail.
- Help ensure compliance with company policies, procedures, and regulatory requirements.
- Collaborate with internal departments including leasing, compliance, and accounting.
- Build strong resident relationships, address concerns promptly, and support retention initiatives.
- Respond to emergencies and provide after-hours support as needed.
- Assist in managing vendor insurance compliance
- Contribute to the development and management of operating budgets and forecasts.
- Support portfolio-wide initiatives such as standardization efforts, vendor transitions, and operational upgrades.
- Coordinate execution of approved projects across properties and track progress.
- Assist with data collection, reporting, and documentation related to portfolio performance and initiatives.
- Must travel between properties to be present on-site and be able to move throughout the buildings to address building related matters, including exceptional communication skills to meet with tenants, staff, vendors and visitors.
- Ability to ascend and descend stairs and be comfortable with exposure to varying environmental climates and circumstances.
- Position may be required to perform duties outside their normal responsibilities as needed.
- Bachelor’s degree in business, real estate, finance, or related field, or equivalent experience.
- 7+ years of multifamily property management experience, including multi-site portfolio exposure.
- Experience overseeing luxury or Class A multifamily properties, preferably in NYC.
- Strong knowledge of building systems, maintenance operations, and construction oversight.
- Financial acumen with experience in budgeting, reporting, and variance analysis.
- Proficiency in navigating computers and property management software, to include Microsoft Office include iLuvLeasing, On-Site, and Yardi.
- Understanding of marketing trends, budgeting and reporting, including strong financial skills with knowledge of GAAP.
- Valid NYS real estate license or ability to obtain one within the first 120 days of employment. All active license holders must register their license with Rose Associates upon hire.
- Work authorization (required)
- Must be available to work weekends (Saturdays and Sundays) as needed
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