Job Details

Job Location: 9911 Shelbyville Rd - Suite 200 - Louisville, KY

Position Type: Full-Time

Education Level: 4 Year Degree

Salary Range: Undisclosed

Job Shift: Any

About Us

Extell Management Services, Inc. is a sophisticated and intuitive management team that reinforces the commitment to maintain the quality of each Extell development that it oversees. The management portfolio includes New York's most recognized high-end condominium, rental, and commercial addresses for Extell Development Company. Founded and headed by Gary Barnett, Extell Development Company is a nationally acclaimed real estate developer of residential, office, retail and hospitality properties, operating primarily in Manhattan and other premier cities across the nation. Experiencing outstanding growth since its founding in 1989, the company's growing portfolio exceeds twenty million square feet.

Position Summary

The Property Operations Administrator provides centralized administrative and operational support for Extell-managed residential properties. The role focuses on invoice processing, utility account review, resident inbox management, move-in documentation, reporting, procurement research, recordkeeping, processing final move-out statements, delinquency management, and correspondence. The position works closely with property managers, resident managers, leasing, accounting, vendors, and residents to ensure information is accurate, organized, documented, and routed for timely action. This is a remote support position and does not replace on-site property management, building inspections, direct staff supervision, or other duties that require physical presence at a property.

Essential Functions

• Invoice and Utility Administration: Code invoices in Yardi using the appropriate property, account, and supporting documentation, then route entries for property manager review and approval. Review invoice information for completeness, consistency with contracts or recurring charges, and apparent discrepancies; escalate exceptions to the appropriate property manager or accounting contact.
• Resident Inbox and Service Request Support: Monitor, organize, and respond to the shared property inbox throughout the business day in accordance with established service standards and approved templates.
• Move-In and Resident File Administration: Send welcome communications to future residents with approved move-in procedures and required-document checklists.
• Reporting and Data Administration: Pull leasing, property, and resident data from Yardi and other approved systems; transfer data to Excel; format reports; convert files to PDF; and prepare screenshots or supporting materials for distribution.
• Procurement, Vendor, and Correspondence Support: Research supplies and orders, obtain and document pricing for at least three comparable options when required, and present findings to the authorized decision-maker.
• General Administrative Support: Coordinate across property management, resident management, leasing, accounting, and other departments to keep administrative workflows moving and responsibilities clearly assigned.
• Delinquency Management: Review delinquency reports and resident ledgers for accuracy, identify outstanding balances, and flag discrepancies for property manager or accounting review.
• Manage the Move-Out Process: Provide residents with approved move-out procedures, required-document checklists, scheduling requirements, and applicable building rules.

Qualifications

Bachelor’s degree preferred; relevant property management, real estate, accounting, administrative, or customer service experience may be considered in lieu of a degree. At least two years of property management and residential operations experience required. Experience with Yardi or a comparable property-management system strongly preferred. Proficiency in Microsoft Excel, Word, Outlook, OneDrive, and PDF preparation or similar resident platforms is a plus.

Compensation & Benefits

Extell Management Services, Inc. offers competitive pay and benefits; and opportunities for professional growth and advancement.

Equal Opportunity Employer

Extell Management Services, Inc. is an equal opportunity employer. Employment decisions are based on business needs, job requirements, and individual qualifications, without regard to any status protected by applicable law.