Property Operations Administrator

About Us:

Extell Management Services, Inc. is a sophisticated management team committed to maintaining the quality of each Extell development it oversees. Our portfolio includes New York's most recognized high-end condominium, rental, and commercial addresses for Extell Development Company. Founded and headed by Gary Barnett in 1989, Extell Development Company is a nationally acclaimed real estate developer of residential, office, retail, and hospitality properties operating primarily in Manhattan and other premier cities, with a growing portfolio exceeding 20 million square feet.

Position Summary:

The Property Operations Administrator provides centralized remote administrative and operational support for Extell-managed residential properties. The role focuses on invoice processing, utility account review, resident inbox management, move-in/move-out documentation, reporting, procurement research, recordkeeping, delinquency management, and correspondence. Working closely with property managers, resident managers, leasing, accounting, vendors, and residents, this role ensures information is accurate, organized, and routed for timely action. This remote position does not replace on-site management, inspections, or duties requiring physical presence.

Essential Functions:

- Invoice and Utility Administration

- Code invoices in Yardi with appropriate property, account, and supporting documentation; route for manager approval.

- Review invoices for completeness and contract consistency; escalate discrepancies to property management or accounting.

- Process Con Edison invoices by cross-referencing leased, signed, and vacant units to calculate allocations among vacant expense, AR, and deposits.

- Maintain utility account statuses during unit transitions and communicate changes or exceptions.

- Maintain recurring charge templates for contracted monthly expenses (landscaping, telecom, leasing supplies).

- Prepare documentation and reports for invoice, payment, delinquency, rent roll, and budget-variance follow-up.

- Resident Inbox and Service Request Support

- Monitor and respond to the shared property inbox using established service standards and templates.

- Address routine inquiries regarding ledgers, authorized access, elevator reservations, move procedures, and resident systems.

- Triage messages by urgency, route to appropriate departments, and track through resolution.

- Convert maintenance requests into complete work orders and document resident requests/complaints while protecting confidential data.

- Move-In and Move-Out Administration

- Send welcome and move-out communications with procedures, rules, and required document checklists.

- Collect and track Con Edison transfers, mover COIs, self-move paperwork, deposits, renter's insurance, notices to vacate, and forwarding info.

- Maintain status trackers and follow up on incomplete submissions.

- Organize documents in OneDrive using naming conventions and upload complete records (leases, authorizations, insurance) to Yardi and BuildingLink.

- Coordinate with internal teams and on-site staff for orderly turnovers.

- Compile final account charges, credits, and inspection records; process final move-out statements upon approval and escalate disputes.

- Delinquency Management

- Review delinquency reports and ledgers for accuracy, flagging discrepancies for management or accounting.

- Distribute approved delinquency notices and account statements per established timelines; coordinate certified mailings with on-site staff or mailing services.

- Log notices, communications, and payment commitments; track delinquent accounts through resolution and refer disputes or legal matters to management.

- Reporting, Procurement, and General Support

- Pull data from Yardi to prepare recurring daily, weekly, and monthly Excel/PDF reports (including rent rolls and leasing reports), flagging stale data or discrepancies.

- Research supplies, document pricing for at least three comparable vendor options, and maintain vendor records, contracts, and COIs.

- Assist with vendor billing inquiries and draft property communications for manager review.

- Coordinate workflows across departments, uphold strict confidentiality and document-retention policies, and perform other remote administrative duties as assigned.

Qualifications:

- Bachelor's degree preferred; relevant property management, real estate, accounting, or administrative experience considered in lieu.

- Minimum two years of property management and residential operations experience required.

- Experience with Yardi (or comparable software) and proficiency in Microsoft Excel, Word, Outlook, OneDrive, PDF tools, and BuildingLink strongly preferred.

- Experience in invoice coding, resident records, reporting, or utility billing preferred.

Competencies:

- Exceptional attention to detail in coding invoices, calculating allocations, and reporting.

- Strong organization and prioritization across high-volume, deadline-driven workflows.

- Clear, professional, service-oriented communication with residents, vendors, and teams.

- Sound judgment, discretion, commitment to confidentiality, and ability to work independently in a remote environment while knowing when to escalate issues.

Compensation & Benefits:

Extell Management Services, Inc. offers competitive pay, benefits, and opportunities for professional growth and advancement.