Portfolio Business and Operations Manager

Prime Group; Playland Estates (FL); On-site; USD 90,000 - 130,000; Full time

Job summary

Prime Group seeks a Portfolio Business and Operations Manager to lead site-level operations and support corporate-level oversight across a multifamily portfolio. The role travels routinely between Playa Apartments, Villa Portofino West, VPW Landtrust, and Faro Blanco, ensuring policy, leasing, and financial performance are consistent across locales.

The position emphasizes productive liaison between maintenance and tenants, efficient move-outs, and accurate refunds and write-offs.

Qualifications

• High School Graduate or equivalent is required; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years in property management and/or training; 5 years preferred for multi-site and corporate scope.
• Prior multi-site, corporate, or floating property management experience strongly preferred.

Responsibilities

• Oversee the daily operations of all assigned properties.
• Provide corporate-level management support at other entities as assigned, including travel to East and West Coast properties.
• Maintain a consistent standard of policy, procedure, documentation, and reporting across all properties supported.
• Uphold property rules and regulations, including COIs management.
• Act as liaison between maintenance teams and tenants for efficient issue resolution.
• Implement best practices in hiring, training, and supervising maintenance technicians and property management staff.
• Process new tenant applications, screening, approvals, and lease execution for the four primary properties.
• Process lease renewals, renewal offers, and rent increases in accordance with budget and Director of Property Management direction.
• Maintain high occupancy through proactive pre-leasing, waitlist management, and turnover coordination.
• Verify eligibility for employee and workforce housing and coordinate placement with the Director of Property Management.
• Respond to customer service calls and emails for assigned properties and portfolio-wide inquiries.
• Maintain regular contact with tenants to assess needs and promptly resolve issues.
• Move-outs, refunds and account reconciliation for all multifamily entities including final ledger reviews and damage verification.
• Coordinate transfer of delinquent balances to collections and enforce collections as needed.
• Post NCS remittance payments and reconcile recovered amounts against written-offs.
• Provide detailed reports on property operations, including budgets, work orders, and monthly income/expense variance analyses.
• Assist in annual property budget preparation for assigned entities.
• Complete bi-monthly employee file audits for compliance and accuracy; maintain confidentiality.

Skills

Rent Manager

Yardi

Excel

Word

Outlook

Education

High School Diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Rent Manager

Yardi

MS Excel

MS Word

Outlook

Job description

Job Summary:The Portfolio Business and Operations Manager combines hands-on, site-level business management with corporate-level administrative oversight across the multifamily portfolio. This individual is directly responsible for the daily operations, leasing, financial performance, and resident satisfaction of an assigned group of properties, while also performing centralized functions — including move-out audits, tenant refunds, write-offs, payroll deduction postings, and employee file audits — for all multifamily entities. This is a traveling position. The Portfolio Business and Operations Manager travels routinely between assigned properties and is deployed to other entities on either coast as needed to provide corporate-level management support, cover staffing gaps, stabilize underperforming sites, and ensure consistency of policy, procedure, and reporting across the portfolio.Assigned Properties:The following entities are the primary properties under this position’s direct oversight:Playa Apartments – Workforce Housing, Key Largo, FLVilla Portofino West – Homestead, FLVPW Landtrust – Homestead, FLFaro Blanco Apartments – Employee Housing, Marathon, FLAdditional properties on the East and West Coast will be supported on an as-needed basis at thedirection of the Director of Property Management.Key Responsibilities:Property Operations and OversightOversee the daily operations of all assigned properties, including workforce and employee housingcommunities.Provide corporate-level management support at other entities as assigned, including travel to East andWest Coast properties to cover vacancies, transitions, audits, lease-ups, or performance issues.Maintain a consistent standard of policy, procedure, documentation, and reporting across all propertiessupported.Uphold property rules and regulations, including the management of Certificates of Insurance (COIs).Demonstrate a comprehensive understanding of leases and ensure compliance by both tenants andmanagement.Act as a liaison between maintenance teams and tenants to ensure maintenance requests areaddressed efficiently and effectively.Implement best practices in hiring, training, and supervising maintenance technicians and propertymanagement staff.Leasing, Applications and RenewalsProcess new tenant applications, screening, approvals, and lease execution for the four primaryassigned properties.Process lease renewals, renewal offers, and rent increases in accordance with budget and Director ofProperty Management direction.Maintain high occupancy through proactive pre-leasing, waitlist management, and turnovercoordination.For employee and workforce housing, verify eligibility and coordinate with the Director of PropertyManagement for placement and occupancy.Resident Relations and Customer ServiceRespond to customer service calls and emails for assigned properties and portfolio-wide inquiriesrouted to the corporate level.Maintain regular contact with tenants to assess their needs and promptly resolve issues.Enhance tenant retention through effective communication and exceptional customer service.Move-Outs, Refunds and Account Reconciliation (All Multifamily Entities)Complete move-out audits for all multifamily entities, including final ledger review, deposit accounting,and damage/charge verification.Process tenant refunds accurately and within statutory and company deadlines.Complete write-offs for remaining balances and submit supporting documentation for approval.Coordinate the transfer of delinquent balances to collections and enforce the collections process whennecessary.Post NCS (National Credit Systems) remittance payments to past tenant accounts and reconcilerecovered amounts against previously written-off balances.Financial Administration and ReportingEnsure timely rent collection in accordance with the property budget and lease agreements.Post bi-monthly payroll deduction credits to employee account ledgers and reconcile against payrollregisters.Code and approve invoices, track recoverable income, and review CAM reconciliations.Provide detailed reports on property operations, including budget development, work order tracking, andmonthly analysis of income and expense variances.Assist in the preparation of annual property budgets for assigned entities.Employee File and Personnel AdministrationComplete bi-monthly employee file audits for compliance, completeness, and accuracy; correctdeficiencies identified.Process employee applications and review with the Director of Property Management for final approval.Maintain confidentiality of all employee, resident, and ownership information.Qualifications:Education / Experience:High School Graduate or equivalent required; Associate’s or Bachelor’s degree preferred.Minimum of 3 years in property management and/or training, or an equivalent combination of educationand experience; 5 years preferred for the multi-site and corporate scope of this role.Prior multi-site, corporate, or floating property management experience strongly preferred.Computer Skills:Knowledge of MS Word, Excel, Outlook, Rent Manager, Yardi, and other property managementsoftware and systems.Ability to work remotely and maintain productivity while traveling between sites.Certificates and Licenses:Valid Driver’s License and reliable transportation required.Must maintain the ability to travel by vehicle and air, including overnight and extended stays.Physical Demands:Regularly required to sit, use hands, and talk or hear.Frequently required to stand and walk, including walking properties, units, and grounds duringinspections and audits.Occasionally required to reach with hands and arms, climb, balance, stoop, kneel, or crouch.Must occasionally lift and/or move up to 75 pounds.Specific vision abilities required, including close vision, distance vision, and peripheral vision.Extended periods of driving and travel between properties are required.Work Environment:The work environment is usually moderate in noise level.Work is performed at multiple property sites, in corporate offices, and while traveling; exposure tooutdoor conditions occurs during property walks and inspections.Travel schedule varies based on portfolio needs and may include short-notice deployment to otherentities.Reasonable accommodations may be made for individuals with disabilities to perform the essentialfunctions.Prime Group is an Equal Opportunity Employer.