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Centralized Administrative Specialist
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JOB SUMMARY
The Centralized Administrative Specialist plays a vital role within the Centralized Operations Team, supporting a diverse portfolio of residential communities across multiple markets. This position ensures the accuracy of resident ledgers, drives rent collection and payment resolution, oversees accounts receivable processes, and delivers high-quality resident communications with efficiency and professionalism.
Working collaboratively with onsite property teams, the Centralized Administrative Specialist leverages advanced property management systems and automation tools to execute high-volume financial and operational workflows accurately and at scale.
The ideal candidate is detail-oriented, financially savvy, and empathetic in handling resident communications.
VALUES MODELED:
All employees are expected to bring our values to life every day by demonstrating:
- RESPECT: Treat people with courtesy and kindness, valuing inclusion and diversity.
- ACCOUNTABILITY: Honor commitments, focus on delivering solutions, and take ownership of responsibilities.
- INTEGRITY: Act with honesty, honor, and transparency in all activities.
- SERVICE: Be socially conscious, proactive thinkers, committed to improving well-being.
- EXCELLENCE: Strive for excellence, adapt, innovate, and exceed expectations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Monitor resident ledgers and oversee rent collection processes across multiple properties.
- Investigate and resolve charge discrepancies in collaboration with property managers.
- Prepare and manage demand letters, notices, and Final Account Statements (FAS).
- Coordinate with attorneys or third-party providers on eviction filings and case tracking.
- Support debt recovery efforts and liaise with collection agencies or deposit-alternative providers (e.g., Jetty).
- Manage renewal cycles and timelines across assigned communities.
- Generate renewal offers and update pricing and incentives as directed by Asset Management.
- Communicate renewal options to residents, conduct follow-ups, and process completed renewals.
- Manage non-renewal notices, transfer requests, and related documentation.
- Ensure all renewals comply with policy and procedural requirements.
- Respond to escalated resident financial inquiries, including payment and ledger issues.
- Issue resident notices and announcements in coordination with property teams.
- Monitor renter’s insurance compliance and follow up as needed.
- Collect and record forwarding addresses during move-out processes.
- Prepare and maintain promise-to-pay documentation in compliance with SOPs.
- Process resident payments and reconcile ledger transactions.
- Post charges, fees, and adjustments with proper categorization.
- Manage security deposit collection, refund, and reporting workflows.
- Oversee Jetty reporting, submission, and verification processes.
- Apply and track applicable risk fees.
- Audit lease agreements to ensure accuracy and consistency with ledgers.
- Assist in setting up recurring charges, rentable items, and fee schedules.
- Support month-end close activities and related checklists.
- Maintain documentation to support internal controls and process improvements.
EDUCATION / EXPERIENCE:
- Bachelor’s degree preferred; high school diploma or GED required.
- 3–5 years of experience in residential property management, with an emphasis on accounting or resident services.
COMPETENCIES:
- Accounts Receivable and Payable Expertise
- Resident Relations and Communication
- Data Management and Financial Accuracy
- Lease Compliance and Policy Adherence
- Time Management and Organizational Skills
- Technology and Automation Proficiency
KEY QUALITIES:
- Financially disciplined and analytical
- Customer-oriented and empathetic communicator
- Proactive problem-solver and adaptable team player
- Highly organized and detail-driven
- Capable of managing high-volume workflows with accuracy and efficiency
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