Portfolio Operations Associate

Frontline Real Estate Partners, LLC; Deerfield (IL); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Annual bonus

On-site work

Full-time employment

Job summary

Frontline Real Estate Partners, LLC is actively seeking a Portfolio Operations Associate to support the operational infrastructure of our growing property management platform. You will coordinate property transitions, maintain accurate property information, and track critical deadlines across a diverse portfolio.

The role requires strong organization, detail orientation, and the ability to manage multiple priorities while collaborating with Property Management, Accounting, and Leadership teams.

Qualifications

• 2+ years of experience in commercial real estate, property management administration, operations coordination, or a similar role preferred.
• Strong organizational skills with the ability to manage multiple assignments and deadlines simultaneously.
• Excellent attention to detail and a commitment to maintaining accurate records.
• Strong written and verbal communication skills.
• Ability to work independently, take initiative, and consistently follow through on outstanding tasks.
• Proficiency with Microsoft Excel, Outlook, Word, and other business applications.
• Familiarity with Yardi or other property management software is a plus.

Responsibilities

• Coordinate onboarding of new properties and collect records, vendor info, utilities, insurance, and transition materials.
• Maintain onboarding checklists and track outstanding items.
• Coordinate property setup, banking, reporting systems, and operational transitions.
• Assist with property offboarding, including terminations, notifications, and record transfers.
• Coordinate utility account setups, transfers, terminations, and service issues.
• Maintain accurate utility data and resolve billing discrepancies.
• Ensure continuity of essential property services with internal teams.
• Monitor outstanding utility matters and follow up for timely resolution.
• Track property insurance policies, renewals, expiration dates, and docs.
• Coordinate with brokers for quotes, renewals, certificates, and policy information.
• Maintain insurance records and identify upcoming deadlines.
• Assist with insurance requirements during onboarding/offboarding.
• Maintain property tax information, assessments, payment schedules, and appeals.
• Coordinate with tax attorneys regarding appeals and supporting docs.
• Track deadlines, filings, and compliance requirements.
• Maintain centralized records and communicate outstanding items.
• Create and maintain property files, contacts, and operational records.
• Maintain centralized tracking for critical property information and deadlines.
• Coordinate collection of documents from managers, vendors, borrowers, and third parties.
• Support standardized procedures, checklists, and workflows.
• Assist with portfolio-wide special projects and initiatives.

Skills

Multitasking

Organizational skills

Communication

MS Office

Yardi familiarity

Tools

Yardi

Excel

Outlook

Word

Job description

Frontline Real Estate Partners is a growing commercial real estate services firm specializing in property management, receiverships, brokerage, traditional and distressed real estate. Headquartered in Deerfield, Illinois, Frontline manages a diverse portfolio of commercial and multifamily properties throughout the Chicago area and across the country. Our portfolio includes retail, office, industrial, and multifamily properties, with a significant concentration in court-appointed receiverships, lender-controlled assets, and other complex real estate assignments.

Position Overview

Frontline is seeking a highly organized, detail-oriented, and proactive Portfolio Operations Associate to support the operational infrastructure of our growing property management platform. This position plays a key role in coordinating property transitions, maintaining accurate property information, tracking critical deadlines, and ensuring that recurring administrative and operational responsibilities are completed across our portfolio.

Working closely with our Property Management, Accounting, and Leadership teams, the Portfolio Operations Associate will take ownership of assigned processes, coordinate with outside service providers, and proactively follow through on outstanding items.

The ideal candidate is someone who enjoys managing multiple priorities, improving processes, solving problems, and keeping a fast-paced organization running efficiently.

Key Responsibilities

Property Onboarding & Offboarding

• Coordinate the administrative onboarding of new properties, including collecting property records, vendor information, utility accounts, insurance documentation, and other transition materials.
• Maintain and drive onboarding checklists, ensuring outstanding items are tracked and completed.
• Coordinate with Property Management and Accounting on property setup, banking, reporting systems, and operational transitions.
• Assist with property offboarding, including utility terminations, vendor notifications, record transfers, and closeout documentation.

Utilities & Recurring Property Services

• Coordinate and track utility account setups, transfers, terminations, and service issues across the portfolio.
• Maintain accurate utility account information and assist with resolving billing or account discrepancies.
• Work with internal support staff and Property Managers to ensure continuity of essential property services.
• Monitor outstanding utility matters and coordinate follow-up to ensure timely resolution.

Insurance & Risk Management

• Track property insurance policies, renewals, expiration dates, and required documentation.
• Coordinate with insurance brokers to obtain quotes, renewals, certificates of insurance, and policy information.
• Maintain organized insurance records and proactively identify upcoming deadlines or documentation deficiencies.
• Assist with insurance-related requirements during property onboarding and offboarding.
• Maintain property tax information, assessment records, payment schedules, and appeal deadlines.
• Coordinate with property tax attorneys and consultants regarding appeals, assessments, and supporting documentation.
• Track important property-related deadlines, filings, and compliance requirements.
• Maintain centralized records and communicate outstanding items to the appropriate team members.
• Create and maintain organized property files, contact lists, and operational records.
• Maintain centralized tracking systems for critical property information, deadlines, and outstanding tasks.
• Coordinate the collection of documents and information from Property Managers, vendors, borrowers, and other third parties.
• Support the implementation and improvement of standardized procedures, checklists, and operational workflows.
• Assist with special projects and other portfolio-wide operational initiatives.

Qualifications

• 2+ years of experience in commercial real estate, property management administration, operations coordination, or a similar role preferred.
• Strong organizational skills with the ability to manage multiple assignments and deadlines simultaneously.
• Excellent attention to detail and a commitment to maintaining accurate records.
• Strong written and verbal communication skills.
• Ability to work independently, take initiative, and consistently follow through on outstanding tasks.
• Proficiency with Microsoft Excel, Outlook, Word, and other business applications.
• Familiarity with Yardi or other property management software is a plus.
• Experience with property insurance, utilities, real estate taxes, or property transitions is beneficial but not required.
• Comfortable working in a fast-paced environment where priorities can shift quickly.

What We're Looking For

We are particularly interested in candidates who:

• Take ownership: Independently manage responsibilities from start to finish without requiring constant reminders or supervision.
• Are proactive: Anticipate deadlines, identify missing information, and follow up before issues become problems.
• Stay organized: Can manage multiple properties, projects, and contacts while keeping accurate records.
• Communicate effectively: Are comfortable working with internal teams, outside vendors, insurance brokers, attorneys, and other service providers.
• Are adaptable: Thrive in a growing company with a diverse portfolio and frequently changing operational needs.
• Are process-oriented: Look for opportunities to improve efficiency, consistency, and accountability.

Why Join Frontline?

Frontline offers the opportunity to work within a growing, entrepreneurial real estate organization with exposure to a wide variety of property types, markets, and complex assignments.

As a member of our Portfolio Operations team, you will play an important role in supporting our expanding property management platform, improving operational efficiency, and helping establish consistent processes across a diverse portfolio.

We offer a collaborative, team-oriented environment where employees are encouraged to take initiative, contribute ideas, and make a meaningful impact on the company's continued growth.

• Annual Salary: $70,000-$80,000, commensurate with qualifications and experience, plus discretionary annual bonus
• Employment Type: Full-time.
• Work Arrangement: On-site, Monday through Friday.