Centralized Administrative Specialist – Property Management Operations

🔥 0 minutes ago

🤠 Texas – Remote

🤠 Texas – Remote

💵 $26 - $30 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

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Fairfield Residential

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

🏠 Real Estate

🏗️ Construction

Real Estate • Construction

Fairfield Residential is a fully integrated real estate operator and investment manager specializing in the multifamily sector. With over 37 years of experience, the company focuses on new construction, property management, and redevelopment of apartment homes, including affordable housing and student housing. They have acquired or developed 1,015 communities totaling over 285,000 units across the U. S. , emphasizing the creation of vibrant neighborhoods and sustainable community contributions.

📋 Description

• Support multiple multifamily communities through centralized administration of resident records, collections, renewals, move-outs, and account resolution activities • Audit lease documents and process lease changes • Maintain accurate resident records and supporting documentation • Validate lease terms, charges, concessions, and amendments • Support compliance reviews, audits, and operational reporting • Handle lease, renewal, and account escalations through phone, email, and text • Coordinate issue resolution with onsite teams and internal partners • Document resident interactions and outcomes in company systems • Monitor delinquent accounts and communicate payment status updates • Manage payment plans, notices, evictions, and collection activities • Process ledger adjustments, subsidies, and third-party payments • Send renewal offers, track responses, and coordinate follow-up • Process notices to vacate and support resident retention efforts • Submit renewal increases to HAP providers for approval • Coordinate move-out administration, inspections, disputes, and documentation • Review move-out charges, credits, refunds, and account balances • Maintain system accuracy across platforms and workflows • Support compliance, process improvements, AI communication updates, and continuous improvement initiatives • Partner with onsite teams and business partners to ensure operational consistency, compliance, and a positive resident experience

🎯 Requirements

• High school diploma or equivalent required • 2–4 years of experience in property management, resident services, collections, leasing administration, or operations preferred • Multifamily housing experience strongly preferred • Experience with property operations systems, payment tools, and AI-supported platforms preferred • Ability to review, validate, and maintain lease documents, amendments, concessions, notices, and resident records accurately • Ability to understand resident ledgers, charges, credits, subsidies, payment activity, and account histories • Knowledge of delinquency management processes, payment plans, collections workflows, account follow-up procedures, and documentation requirements • Ability to manage renewal offers, resident responses, retention activities, notices, and approval processes • Ability to coordinate move-out documentation, inspections, disputes, forwarding addresses, refunds, final charges, and account resolution activities • Strong written and verbal communication skills across phone, email, and SMS • Customer service and de-escalation skills • Working knowledge of fair housing requirements, company policies, resident documentation standards, and compliance-driven processes • Ability to use property management systems, payment applications, AI-enabled platforms, Microsoft Outlook, Word, Excel, and related technology tools • Ability to work effectively with onsite teams, legal partners, vendors, and internal stakeholders • Ability to manage high-volume workflows, competing priorities, deadlines, and service requests across multiple communities

🏖️ Benefits

• Training, coaching, and mentoring • Competitive compensation plans • 401(k) matching • Paid time off • Paid holidays and sick days • Paid time off for volunteering activities (optional) • Medical, dental & vision insurance • Flexible spending account • Life insurance • Robust in-person, online and social training • Promotions from within are encouraged • Flexible remote work arrangement