Centralized Administrative Support Team Specialist

OVATION CO; Las Vegas (NV); On-site; USD 42,000 - 65,000; Full time

Job summary

Ovation, a Nevada-based real estate firm, is seeking a Centralized Administrative Support Team Specialist to streamline accounting, delinquency, and compliance tasks across Ovation Property Management communities. This role removes recurring, non-customer-facing work from onsite teams so managers can focus on leasing, resident services, and operations.

You will perform month-end close support, rent charge-ups, late-fee audits, eviction referrals, move-in audits, Final Account Statements, and

Qualifications

• Minimum 1 year of experience in property management, property accounting, accounts receivable, administrative operations, leasing office support, or a related customer service/accounting environment preferred.
• Multifamily housing experience preferred.
• High school diploma or equivalent required; additional coursework or experience in business administration, accounting, property management, or related field preferred.

Responsibilities

• Provides centralized administrative, accounting, audit, and delinquency support across multiple Ovation communities.
• Performs month-end close tasks, rent charge-up, late fee auditing, and delinquency review.
• Audits resident ledgers, processes invoices, and supports Final Account Statements and lease compliance.
• Collaborates with Community Managers, Regional Managers, Corporate Accounting, and other partners.
• Maintains trackers, logs, and status reports to support accuracy and accountability.

Skills

Organizational skills

Communication skills

Customer service mindset

Attention to detail

Time management

Independent work

Education

High school diploma or equivalent

Business admin/accounting coursework

Tools

Microsoft Outlook

Microsoft Teams

Excel

Property management systems

Job description

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.

PRIMARY OBJECTIVES:

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.

KEY RESPONSIBILITIES:

Customer Experience

• 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.

Financial / Accounting Support

• 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.

Property Accounting / Delinquency Support

• 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 communities.
• Supports delinquency management by monitoring applicable accounts, documenting follow-up, and communicating exceptions to the Community Manager and Regional Manager.
• Manages former resident balances owed up to 45 days post move-out, including regular outreach attempts to collect debt owed and continued billing through the remainder of the lease term when a resident terminates early, as applicable.

Move-In, Move-Out, and Lease Compliance Audits

• Completes weekly move-in audits to confirm account information matches the executed lease agreement and that all charges, credits, concession details, lease terms, and required information are accurately reflected.
• Maintains a shared move-in audit workbook as the collaboration point with onsite teams for corrections, follow-up, and resolution tracking.
• Identifies discrepancies quickly and communicates required corrections to the onsite team and Regional Manager when needed.
• Completes Final Account Statements for every move-out within 10 days of move-out, ensuring all applicable charges are posted to the resident account.
• Reviews the lease compliance report weekly to confirm scheduled rent matches actual rent exactly and flags unresolved discrepancies for timely correction.
• Maintains organized documentation and audit trails that support compliance, accuracy, and accountability across assigned communities.

Administrative Operations and Process Consistency

• Performs the centralized task list across assigned communities using one standard process, one workbook or tracker where applicable, and consistent timelines.
• Follows documented SOPs and task calendars for all centralized administrative, accounting, audit, and delinquency responsibilities.
• Maintains accurate trackers, logs, reports, and shared workbooks to support visibility and follow-up.
• Meets recurring deadlines for monthly accounting cycles, weekly audits, delinquency review, lease compliance, and Final Account Statement completion.
• Communicates task status, exceptions, missing information, and barriers to the appropriate leader or onsite team member.
• Supports pilot scorecard reporting by providing accurate data related to timeliness, accuracy, fee capture, audit discrepancies, and task completion.
• Identifies process gaps and recommends improvements to strengthen consistency, reduce errors, and improve centralized workflow efficiency.

Collaboration and Leadership Support

• Partners closely with Community Managers to ensure onsite teams provide required information, respond to audit findings, and complete needed corrections timely.
• Collaborates with Regional Managers to escal
• Works with Corporate Accounting to align month-end close, rent charge-up, invoice, Final Account Statement, and account reconciliation work with company standards.
• Coordinates with Human Resources, OPM leadership, and other internal partners as needed during pilot execution, training, and process refinement.
• Serves as a reliable centralized resource for assigned communities while maintaining professional communication, confidentiality, and accountability.
• Provides backup support for the other Centralized Administrative Support Team Specialist when cross-trained, ensuring no task stops due to PTO, vacancy, or workload fluctuation.

EXPERIENCE / EDUCATION:

• Minimum 1 year of experience in property management, property accounting, accounts receivable, administrative operations, leasing office support, or a related customer service/accounting environment preferred.
• Multifamily housing experience preferred.
• Experience with resident ledgers, lease files, invoice processing, delinquency workflows, move-in or move-out processing, and property management platforms preferred.
• High school diploma or equivalent required; additional coursework or experience in business administration, accounting, property management, or related field preferred.

ESSENTIAL KNOWLEDGE AND SKILLS:

• Professional appearance and demeanor.
• Strong organizational skills and ability to manage recurring deadlines across multiple communities.
• Strong verbal and written communication skills.
• Strong customer service mindset, even when working in a non-resident-facing support function.
• Ability to accurately perform basic to intermediate mathematical functions.
• High attention to detail and ability to identify discrepancies in ledgers, lease documents, reports, invoices, and account records.
• Ability to follow detailed procedures, checklists, SOPs, and recurring task calendars.
• Ability to maintain accurate documentation, trackers, audit workbooks, and status logs.
• Ability to work independently while maintaining consistent communication with onsite teams and leadership.
• Ability to manage competing priorities and remain on schedule during high-volume accounting cycles.
• Comfort using Microsoft Outlook, Teams, Excel, shared workbooks, property management systems, and other technology platforms.
• Ability to maintain confidentiality and handle resident account information responsibly.
• Ability to work evenings, weekends, or holidays when business needs require.
• Regular, consistent, and timely attendance is required.