Operations Specialist

Operations Specialist

Job Description

Department:

200 - Corporate

Reports To:

Director of Multifamily Operations

FLSA Status:

Hourly (non-exempt)

Work Location:

Corporate office, with regular travel to properties across Northern Colorado

Schedule:

Monday–Friday 8am-5pm, full-time day shift

Position Summary

The Operations Specialist supports the Multifamily Division team and reports directly to the Director of Multifamily Operations. This role helps keep the portfolio consistent, compliant, and well-run by writing and maintaining company policies, auditing property files for compliance with company policy, Colorado statutes, and federal regulations, managing reasonable accommodation, modification, and assistance animal requests, coordinating HR onboarding, supporting training and development, and tracking life-safety and company-standard compliance (such as fire alarm and safety testing) across the communities. The Operations Specialist works closely with regional managers, community managers, and site teams to identify gaps, follow up on corrective action, and improve how the division operates.

Core Competencies

Attention to Detail

Reviews files, documents, and reports thoroughly; catches errors and missing items; and holds work to a high standard of accuracy.

Organization & Follow-Through

Manages multiple deadlines and recurring schedules across many properties, keeps clear records, and follows open items through to completion.

Written & Verbal Communication

Writes clear, well-organized policies, procedures, and reports; communicates findings and expectations professionally to site teams and leadership.

Regulatory & Technical Knowledge

Understands, or quickly learns, Colorado landlord-tenant law, Fair Housing, and related federal regulations; proficient with Microsoft Office (especially Excel and Word) and property management software.

Integrity & Confidentiality

Handles employee, resident, and company information with discretion; applies policies consistently and fairly across all properties.

Technical Knowledge

Performs well under pressure, applies problem-solving skills, and has a working knowledge of Microsoft Office Suite and standard office equipment (computers, phones, printers, etc.).

Teamwork

Works well with others, supports teammates, adapts across positions, asks questions, and is reliable.

Punctuality

Shows up to work on time consistently, is responsive, and demonstrates strong time management. Schedule flexibility is a plus.

Initiative

Self-motivated and able to work independently with minimal supervision; identifies process improvements and takes ownership of projects from start to finish.

Key Responsibilities

• Draft, update, and maintain company policies, procedures, and standard forms for the Multifamily Division at the direction of the Director of Multifamily Operations.

• Monitor changes to Colorado statutes and federal regulations affecting multifamily housing and recommend policy updates as needed.

• Distribute new and revised policies to site teams and track acknowledgement and implementation.

• Maintain an organized, current library of policies, procedures, and forms.

• Complete scheduled and as-needed audits of resident and property files to ensure compliance with company policies, Colorado statutes, and federal regulations (e.g., Fair Housing Act, Fair Credit Reporting Act, VAWA, lead-based paint disclosure).

• Review leases, applications, screening documentation, addenda, notices, move-in/move-out records, and security deposit dispositions for completeness, accuracy, and timeliness.

• Document audit findings, communicate results to community and regional managers.

• Track audit results across the portfolio and report trends and recurring issues to the Director of Multifamily Operations.

• Coordinate onboarding for new employees, including new-hire paperwork, employment eligibility (I-9) documentation, and required acknowledgements.

• Coordinate background checks, system access, and equipment setup with HR, IT, and hiring managers.

• Schedule and support new-hire orientation and ensure required onboarding steps are completed on time.

• Maintain accurate and confidential onboarding records and assist with offboarding and position changes as needed.

• Support the planning, scheduling, and delivery of training for site and regional staff (e.g., Fair Housing, policy rollouts, software, and safety).

• Develop and update training materials, guides, and checklists.

• Track training completion and certifications and follow up on outstanding requirements.

• Identify training needs based on audit findings and site feedback.

• Track and ensure timely completion of required life-safety and equipment testing across all properties, including fire alarm testing, fire sprinkler/suppression inspections, fire extinguisher inspections, backflow testing, emergency lighting, and other required safety inspections.

• Coordinate with site teams and vendors to schedule testing, obtain inspection reports and certificates, and confirm deficiencies are corrected.

• Maintain organized compliance records and calendars for all properties and alert leadership to upcoming or overdue items.

• Manage the reasonable accommodation and reasonable modification request process for residents and applicants in accordance with the Fair Housing Act, Colorado fair housing law, and company policy.

• Review service animal and emotional support animal (assistance animal) requests.

• Coordinate approved modifications (e.g., grab bars, ramps, accessible fixtures) with maintenance and vendors.

• Maintain standardized request forms, verification forms, response letters, and a log of all requests, decisions, and supporting documentation.

• Prepare reports, trackers, and summaries for the Director of Multifamily Operations and regional managers.

• Assist with special projects, process improvements, and new system or tool rollouts.

• Serve as a resource to site teams on policy and compliance questions.

• Represent the company professionally and contribute positively to the division team.

• Perform additional duties as assigned.

Physical Requirements

• Ability to sit at a desk and work at a computer for extended periods of time.

• Ability to travel regularly between properties across Northern Colorado.

• Ability to walk properties on a regular basis, including stairs, hallways, grounds, and mechanical or utility areas.

• Ability to walk, stand, sit, stoop, kneel, and climb stairs.

• Ability to lift and carry up to 25 pounds (files, training materials, and equipment).

• Frequent use of hands and fingers for typing, handling objects, tools, or controls; reaching with hands and arms.

• Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus.

• Ability to work in an environment that is typically moderate/high noise level.

• Ability to work on short notice based on business need.

Reasonable accommodations will be provided for qualified individuals with disabilities in accordance with applicable law.

Qualifications

• 1+ years of experience in property management, compliance, auditing, or HR administration; multifamily experience strongly preferred.

• Working knowledge of real estate law and leasing practices.

• Familiarity with Fair Housing reasonable accommodation and modification requirements, including HUD assistance animal guidance, is strongly preferred.

• Experience writing policies, procedures, or training materials is a plus.

• Experience with property management software (e.g., Skyline) is a plus.

• Advanced proficiency with Microsoft Office Suite, especially Excel and Word.

• Ability to handle confidential information with discretion.

• Valid driver's license required.

• Reliable transportation with sufficient automobile insurance.

• Proficiency in both verbal and written English communication; bilingual (English/Spanish) is a plus.

Compensation & Benefits

• Competitive Salary

• Health insurance

• Vision insurance

• 401(k) with company match

• Paid time off

• Employee discounts

Equal Employment Opportunity

The company is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.

This job description is not intended to be an exhaustive list of duties and may be revised at any time at the discretion of management.