Operations Coordinator

Primary Duties: Oversees the management of both property utilities (setup, account payment, and issue resolution) and HOA liaisons (account setup, account payment, and issue resolution). Maintains vendor records and databases for those entities.

Utilities:

• Account Setup: Upon acquisition of a property, the OC will get utilities put into the name of the owning entity, establish online portals for use in obtaining bills and account statements, and record the credentials and pertinent information (utility type, account number, billing frequency, service frequency, contact information for service provider, and all other data points identified) for use by the company
• Account payment: On the billing frequency identified during set up, the OC will obtain the billing statement, enter the bill payable into the property management accounting software, and ensure they are paid in sufficient time to meet any due dates. On occasion, payment may need to be made in online portals to ensure timely payment.
• Tenant billback: Concurrent with utility account payment activities, the OC will review occupant usage for accounts where tenants have not put utilities in their name. For any tenant occupied utility usage, the OC will place a charge on the account for reimbursement of owner paid utilities.
• Issue Resolution: Issues regarding billing disputes, account switchovers to tenant names, and other issues as they may arise. The OC will coordinate with property management staff and management to ensure issues are resolved in a satisfactory manner.

HOA:

• Account Setup: Upon acquisition of a property, the OC will ensure the HOA is put into the name of the owning entity, establish online portals for use in obtaining bills and account statements, and record the credentials and pertinent information (account number, billing frequency, contact information for HOA, ensure paid through date from closing and all other data points identified) for use by the company.

Account Payment:

• Annually, the OC compiles a payable file of the annualized HOA assessment amount and P r than the first week of December.
• On or before the billing frequency identified during set up, the OC will obtain the billing statement, enter the bill payable into the property management accounting software, and ensure they are paid in sufficient time to meet any due dates. On occasion, payment may need to be made in online portals to ensure timely payment.
• Routine Audits: No less than once a year, or as notices and statements from the HOA may require, perform an audit of the HOA assessment account to ensure accounts are paid in full.
• Issue Resolution: Issues regarding billing disputes and other issues as they may arise. The OC will coordinate with property management staff and management to ensure issues are resolved in a satisfactory manner.
• 3 to 4 years' experience with real estate transaction records and filing
• 2 to 3 years' experience with HOA and utility company management working in property transfer and disclosure