Property Operations Manager

Cavalli-Strom Properties is seeking an experienced Property Operations Manager with extensive AppFolio experience to oversee the daily operations of an 82-unit multifamily portfolio.

This is not an entry-level virtual assistant position, however this position can be remote

The ideal candidate has prior experience working for a U.S. multifamily property management company and is comfortable independently managing resident communications, maintenance coordination, leasing administration, rent collections, and vendor scheduling within AppFolio. Must be familiar with St. Paul affordable housing 4D program.

The Operations Manager serves as the central point of communication between ownership, residents, maintenance staff, and outside vendors, ensuring every task is completed promptly and professionally.

Primary Responsibilities

Resident Communication

• Answer incoming resident phone calls and emails
• Respond to AppFolio maintenance requests
• Maintain a professional customer-service experience
• Resolve routine resident issues
• Escalate only major issues to ownership
• Maintain detailed notes in AppFolio

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Rent Collections (Top Priority)

Every morning:

• Review delinquency report
• Contact every delinquent resident
• Document every conversation
• Track payment promises
• Follow up on broken payment promises
• Send notices as directed
• Coordinate with attorney when required
• Prepare weekly collections report

Goal

Reduce delinquency while maintaining professional resident relationships.

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Maintenance Coordination

Coordinate with our in-house maintenance technician.

Responsibilities include:

• Receive work orders
• Prioritize emergency calls
• Dispatch maintenance
• Order parts when approved
• Schedule outside vendors
• Close completed work orders
• Verify resident satisfaction
• Track completion times

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Leasing

• Process applications
• Verify required documentation
• Prepare leases
• Schedule move-ins
• Coordinate inspections
• Process renewals
• Process notices to vacate
• Prepare move-out documentation

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Vendor Management

Coordinate:

• Landscaping
• Snow removal
• Pest control
• Plumbing
• Electrical
• HVAC
• Appliance repair
• Cleaning
• Turnover vendors

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Accounting Support

Coordinate with bookkeeping.

Responsible for:

• Coding invoices
• Preparing bills for approval
• Monitoring vendor payments
• Reviewing owner reports
• Monitoring utility bills
• Tracking recurring expenses

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AppFolio Administration

Maintain:

• Resident records
• Lease information
• Vendor information
• Work orders
• Inspections
• Unit status
• Vacancy tracking
• Collections notes
• Document uploads

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Weekly Responsibilities

Prepare a Monday Operations Report.

Include:

Occupancy

Current occupancy %

Vacant units

Upcoming move-outs

Upcoming move-ins

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Collections

Current delinquency

Amount collected

Broken payment arrangements

Pending notices

Pending evictions

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Maintenance

Open work orders

Average completion time

Emergency calls

Outstanding vendor work

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Leasing

Applications received

Applications approved

Units marketed

Showings completed

Lease renewals

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Vendor Issues/performance

Outstanding invoices

Job Types: Full-time, Contract

Pay: From $50,000.00 per year

Experience:

• Property management: 3 years (Required)
• AppFolio : 1 year (Required)

Language:

• English (Required)
• Spanish (Preferred)

Location:

• Saint Paul, MN 55106 (Preferred)

Work Location: In person