Portfolio Operations Coordinator

Trinity Management, LLC; Boston (MA); Hybrid; USD 50,000 - 52,000; Full time

Job summary

Trinity Management, LLC in Boston, MA, seeks a detail-focused Portfolio Operations Coordinator to support the Regional Director and our affordable/mixed-income housing portfolio. You will coordinate meetings, maintain trackers, prepare materials, and manage information across property teams and corporate departments.

Responsibilities include project coordination, timelines, status updates, compliance support, and regular KPI reporting.

Qualifications

• Two or more years of experience in administrative coordination, property management support, or related fields.

Responsibilities

• Maintain portfolio trackers, reports, contracts, correspondence, and other operational records.
• Coordinate regional meetings, site visits, inspections, and operational reviews.
• Prepare meeting agendas, materials, notes, action items, and routine status updates.
• Gather and organize information from property teams and corporate departments for leadership review.
• Track follow-up items related to meetings, inspections, client requests, compliance, staffing, and operational issues.
• Communicate routine requests and updates among the Regional Director, property teams, corporate departments, clients, and vendors.
• Escalate overdue, incomplete, or time-sensitive items to the Regional Director.
• Support regional projects and initiatives under the direction of the Regional Director or project lead.
• Maintain project timelines, task lists, milestones, supporting documentation, and deliverables.
• Follow up with responsible parties regarding upcoming and overdue deadlines.
• Prepare routine project status updates using established templates.
• Coordinate support for property transitions, renovations, technology implementations, audits, inspections, and client requests.
• Assist with preparation for compliance reviews, management reviews, client meetings, and audits.
• Compile portfolio information related to occupancy, collections, compliance, work orders, staffing, and capital projects for leadership review.
• Support property teams with gathering and organizing documentation needed for operational and compliance reviews.
• Compile regional performance reports using established formats and source information.
• Support monthly, quarterly, and annual reporting by gathering information, checking for completeness, and following up on missing items.
• Create and maintain spreadsheets, dashboards, presentations, and summary materials as needed.
• Prepare materials for client meetings, regional meetings, and property reviews.
• Maintain KPI trackers and identify items requiring follow-up.
• Coordinate and standardize routine resident communications.
• Draft correspondence, presentations, memos, and meeting materials for review.
• Attend assigned meetings, take notes, and distribute approved decisions and action items.
• Maintain follow-up logs and send reminders regarding outstanding commitments.
• Handle sensitive and confidential information with discretion.

Skills

Two or more years experience

Microsoft Office

Excel

PowerPoint

Outlook

Tools

Yardi

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

RFT Boston, MA, US

2 days ago Requisition ID: 1119

Salary Range: $36.06 To $38.47 Hourly

About Trinity Management

At Trinity Management, LLC, we are committed to providing quality affordable housing while fostering strong communities and exceptional resident experiences. We are seeking a detail-orientedPortfolio Operations Coordinator to provide operational and administrative support to the Regional Director and our affordable and mixed-income housing portfolio.

This role is ideal for an organized professional who enjoys coordinating projects, maintaining accurate records, tracking deadlines, and working with property teams and corporate departments to support efficient portfolio operations.

Key Responsibilities

Portfolio Operations Support & Coordination

Maintain portfolio trackers, reports, contracts, correspondence, and other operational records.

Coordinate regional meetings, site visits, inspections, and operational reviews.

Prepare meeting agendas, materials, notes, action items, and routine status updates.

Gather and organize information from property teams and corporate departments for leadership review.

Track follow-up items related to meetings, inspections, client requests, compliance, staffing, and operational issues.

Communicate routine requests and updates among the Regional Director, property teams, corporate departments, clients, and vendors.

Escalate overdue, incomplete, or time-sensitive items to the Regional Director.

Project Coordination

Support regional projects and initiatives under the direction of the Regional Director or project lead.

Maintain project timelines, task lists, milestones, supporting documentation, and deliverables.

Follow up with responsible parties regarding upcoming and overdue deadlines.

Prepare routine project status updates using established templates.

Coordinate support for property transitions, renovations, technology implementations, audits, inspections, and client requests.

Affordable Housing & Compliance Support

Assist with preparation for compliance reviews, management reviews, client meetings, and audits.

Compile portfolio information related to occupancy, collections, compliance, work orders, staffing, and capital projects for leadership review.

Support property teams with gathering and organizing documentation needed for operational and compliance reviews.

Reporting & Data Coordination

Compile regional performance reports using established formats and source information.

Support monthly, quarterly, and annual reporting by gathering information, checking for completeness, and following up on missing items.

Create and maintain spreadsheets, dashboards, presentations, and summary materials as needed.

Prepare materials for client meetings, regional meetings, and property reviews.

Maintain key performance indicator (KPI) trackers and identify items requiring follow-up.

Communication & Administrative Support

Coordinate and standardize routine resident communications.

Draft correspondence, presentations, memos, and meeting materials for review.

Attend assigned meetings, take notes, and distribute approved decisions and action items.

Maintain follow-up logs and send reminders regarding outstanding commitments.

Handle sensitive and confidential information with discretion.

Qualifications

Two or more years of experience in administrative coordination, property management support, affordable housing, project coordination, or a related field preferred.

Experience working with multifamily housing, property management teams, vendors, clients, or corporate departments preferred.

Strong organizational, time-management, and follow-up skills.

Excellent written and verbal communication skills.

Strong attention to detail and the ability to manage multiple tasks and deadlines.

Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.

Experience with property management or affordable housing software, such as Yardi, preferred.

Ability to work independently while collaborating effectively with multiple teams.

Join Our Team

Trinity Management, LLC is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Trinity Management, LLC participates in E-Verify.