Property Management Compliance & Operations Specialist

Description

We are seeking a detail-oriented and highly organized Property Management Compliance Specialist to support our Property Management, Accounting, Corporate, and on-site teams. This position combines compliance, administrative, leasing, and accounting-related responsibilities across a multi-family housing portfolio.

The ideal candidate enjoys regional travel, working with data, maintaining compliance standards, and supporting day-to-day property operations. This role works closely with the Director of Property Management and Director of Finance to ensure operational consistency, regulatory compliance, and accurate reporting across the portfolio.

Key Responsibilities

Property Operations & Leasing Support

• Travel to assigned properties as needed to provide operational coverage during staffing vacancies, employee absences, or periods requiring additional support.
• Assist on-site teams with leasing, administrative, and operational functions as needed.
  
  

Compliance, Auditing & Reporting

• Conduct periodic audits of resident files, security deposits, lease documentation, and resident ledgers in accordance with company policies and compliance standards.
• Review property reports for accuracy, completeness, and timely submission.
• Identify discrepancies and partner with on-site teams to resolve issues promptly.
  
  

Insurance Compliance

• Monitor property insurance requirements to ensure portfolio-wide compliance.
• Maintain and monitor insurance information within a third-party verification platform.
• Track insurance documentation and prepare compliance reports as needed.
  
  

Vendor Credentialing

• Verify tax documentation (W-9 forms) for new and inactive vendors.
• Enter, update, and maintain vendor records in RealPage.
• Ensure vendor files remain current and compliant with company requirements.
  
  

Inventory & Asset Management

• Assist in the implementation of a fixed asset reporting system and train Property Managers on reporting requirements and consistent data entry.
• Provide ongoing support to maintain accurate inventories of on-site tools, equipment, furniture, and office assets.
• Conduct periodic asset reviews and reconcile inventory records.
• Prepare reports to support business personal property tax filings and financial reporting requirements.
  
  

Requirements

Required Qualifications

• High school diploma or GED required.
• Valid driver's license with the ability to travel extensively throughout the portfolio (all located within North Carolina).
• Previous experience in multi-family property management.
• Strong organizational skills and exceptional attention to detail.
• Working knowledge of administrative and clerical procedures, including file management, data entry, and professional email communication.
• Experience using property management software, preferably RealPage/OneSite.
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Teams.
• Experience using Adobe Acrobat or similar document management software.
  
  

Preferred Qualifications

• Basic accounting knowledge or the ability to quickly learn accounting systems and processes.
• Previous experience with vendor credentialing and certificate of insurance (COI) compliance.
• Experience performing audits, compliance reviews, or quality assurance functions within a property management environment.
  
  

What We're Looking For

• Excellent time management, organization, and follow-through skills.
• Ability to manage multiple priorities while meeting established deadlines.
• Strong written and verbal communication skills.
• Self-motivated professional who can work independently and collaboratively in both office and on-site environments.
• Ability to adapt quickly in a fast-paced, multi-property environment.
  
  

Physical Requirements

• Ability to travel up to 90% of the time.
• Ability to lift up to 25 pounds, if applicable.
• Ability to walk properties, climb stairs, and inspect storage areas.