Operations Manager 8

DISCLOSURES

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

ABOUT ENTERPRISE MANAGEMENT

White Glove Property Management is a full-service real estate management firm committed to excellence, professionalism, and high-touch service for property owners, investors, and tenants. We manage single-family homes, multifamily units, and mixed-use developments with a concierge-level approach that prioritizes integrity, transparency, and property performance.

Our mission is to deliver peace of mind and sustained value through expert property oversight, responsive communication, and a consistent commitment to quality.

COMPANY: ​White Glove Property Management

COMPANY WEBSITE:  

COMPANY PHONE NUMBER:

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:  

POSITION TITLE: Operations Manager 8

ALTERNATE TITLE(S): Real Estate Portfolio Manager, Property Operations Coordinator, Compliance Officer (within scope)

DIVISION: Operations

DEPARTMENT: Property Management

UNIT: n/a

BENEFITS PACKAGE: Ineligible.

WORK SCHEDULE: Monday – Friday, 8:00 AM EST – 5:00 PM EST

ACCOUNTABLE TO: Chief Operations Officer (Chief Executive Officer, in absence of Operations Operations Officer)

ACCOUNTABLE FOR:  Overseeing day-to-day operations of assigned residential and/or mixed-use properties, including leasing, maintenance coordination, tenant relations, and compliance

CLASSIFICATION: Independent Contractor (Non-U.S.), W-8BEN; contractual 40 hours per week paid hourly

COMPENSATION RANGE: $7 per hour, commensurate with experience and qualifications

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES

The Property Manager is responsible for the full lifecycle management of assigned rental properties, ensuring occupancy, profitability, compliance, and tenant satisfaction. This role requires proactive problem-solving, clear communication, and strong organizational skills to balance tenant relations, owner reporting, maintenance coordination, and leasing activities.

SCHEDULED DUTIES AND RESPONSIBILITIES

• Manage a portfolio of residential and/or mixed-use properties within the assigned geographic area
• Act as the main point of contact for property owners, tenants, vendors, and internal staff
• Conduct regular property inspections to ensure safety, cleanliness, and upkeep
• Oversee leasing activity including marketing, showings, tenant screening, move-ins, and renewals
• Enforce lease terms, manage rent collections, and initiate legal proceedings (e.g., evictions) as necessary
• Coordinate and track maintenance requests, repairs, and preventative maintenance schedules
• Build and maintain vendor relationships; solicit bids and supervise contract work as needed
• Prepare and deliver property-related documentation such as notices, reports, and owner updates
• Ensure compliance with local, state, and federal housing regulations
• Maintain accurate records in property management software (e.g., Buildium, AppFolio, or similar)
• Monitor budgets and control operational expenses in alignment with owner objectives
  

UNSCHEDULED DUTIES AND RESPONSIBILITIES

• Respond to emergency maintenance issues after-hours as needed
• Resolve disputes and escalate concerns when appropriate
• Support new property onboarding or lease-up processes
• Participate in owner meetings, inspections, and vendor walkthroughs
• Assist with internal audits, policy reviews, or special projects as assigned
  

CORPORATE PROPERTY MANAGEMENT OPERATIONS FOCUSED COMPLIANCE OFFICER DUTIES

Overview

The Corporate Compliance Officer will possess the skills and experience necessary to identify potential issues within Property Management Operations. The Compliance Officer is responsible for developing, implementing, and monitoring the programs, policies, and practices that ensure compliance with federal, state, local, and accreditation standards.

The Compliance Officer is expected to remain up to date on laws and regulations that may affect the organization's policies and procedures. This position requires objectivity, independence from other agency departments, strong attention to detail, and familiarity with investigative protocols and formal reporting practices.

Accountability

The Corporate Compliance Officer shall be accountable to the CEO and/or Board of Directors.

Duties

The chief responsibilities of the Compliance Officer include planning, implementing, and monitoring the Corporate Compliance Program. This position is also responsible for coordinating internal and external compliance audit activities and ensuring consistent communication of expectations and results.

The Corporate Compliance Officer will

• Oversee and monitor the implementation of the Corporate Compliance Program
• Conduct corporate compliance risk assessments
• Report regularly to the CEO and/or Board of Directors on compliance program progress and assist with developing improvement plans
• Periodically revise and update the Compliance Program as needed
• Review and evaluate Standards of Conduct Statements
• Develop and implement a Compliance Training Plan for all staff
• Assist the CEO with internal compliance review and monitoring activities
• Investigate complaints and coordinate appropriate action plans with affected departments
• Develop policies and practices that encourage staff to report suspected fraud or impropriety without fear of retaliation
• Clearly communicate the objectives of the Compliance Program and track accomplishments
• Access and review records related to compliance monitoring activities and document findings
• Maintain a communication log for compliance-related inquiries and reports
• Compile reports of calls received, investigations conducted, findings made, recommendations issued, actions taken, and progress achieved
• Establish and communicate available reporting procedures and modes (e.g., email, online reporting tools, voice mail, suggestion box)
• Conduct periodic interviews with internal and external stakeholders
• Analyze program and service utilization patterns for irregularities
• Conduct unannounced mock surveys, audits, inspections, and investigations to assess staff readiness and identify areas for corrective action
• Reevaluate previously identified deficiencies to confirm implementation of improvements
• Present written compliance evaluations and reports to the Compliance Committee, CEO, and/or Board of Directors at least annually

The Safety Officer will be responsible for maintaining the facility or organizational Safety Binder that contains all safety policies, a grid of scheduled and required safety activities, all forms for conducting and documenting safety activities, and completed documentation of all safety activities that include recommended areas of improvement and the date and details regarding the improvements completed.

The Safety Officer will be responsible for obtaining and facilitating an annual external inspection, obtaining a copy of the inspection report along with the criteria used for the inspection (if not included on the inspection report), clarifying with the inspector all recommendations for improvement made on the report, placing a copy in the clinic safety binder, making a copy of the report for presentation, and reporting the results to the appropriate team, committee, and/or manager.

The Safety Officer is responsible for completing a quarterly self-inspection and required documentation and submitting/presenting the reports to the appropriate team, committee, and/or manager.

All self-inspection reports and correction activities will be reviewed by the appropriate team, committee, and/or manager, and noted in meeting documentation. The Safety Officer will report the results of the self-inspections, follow-up activities, and their recommendations for improvements to the appropriate team, committee, and/or manager to ensure the organization utilizes the information to increase the level of safety throughout its operations.

The Safety Officer will maintain a record of all inspection documentation and reports, including recommendations and corrections made, and all meeting minutes that correspond with the specific inspection and resulting improvement activities.

Emergency Preparedness Responsibilities

The Safety Officer will be responsible for the following emergency preparedness activities:

• Conducting and/or coordinating all required emergency drills.
  
• Conducting drills in a manner and with the necessary precautions to not unduly disturb persons served or the ongoing provision of services.
  
• Completing the appropriate Emergency Drill Reporting Form.
  
• Educating and informing staff members following drills as to response patterns and improvements in responses.
  
• Reporting the results of emergency drills and providing a copy of each report to the appropriate team, committee, and/or manager.
  
• Utilizing management team recommendations and decisions, based on drill reports, to improve safety at the clinics.
  
• Maintaining a record of all drills at each site in the Safety Binder.
  
  

Training and Education Responsibilities

The Safety Officer will provide and/or coordinate initial and ongoing health and safety training for all employees. Within this role, cooperation with the organization's Human Resources Department and/or Training Designee will support the development of training materials, protocols, and documentation of completed safety orientation or ongoing safety training.

The Safety Officer will receive training, supported by Freedom Healthcare, LLC and Lighthouse Behavioral Health Center, LLC, based on the assessed safety needs of the organization and the educational needs of the individual responsible for organizational safety.

PHYSICAL DEMANDS

• Prolonged periods sitting at a desk and working on a computer
• Frequent meetings via video or phone; occasional in-person site visits

WORKING CONDITIONS

• Remote
• Fast-paced, deadline-driven environment with collaborative teams
  

COMPETENCIES AND SKILLS

• Knowledge of fair housing laws, landlord-tenant regulations, and leasing best practices
• Strong interpersonal skills and a customer service mindset
• Conflict resolution and time management abilities
• Financial literacy related to property budgeting, rent collection, and reporting
• Proficiency in property management software, Microsoft Office, and cloud-based platforms
  

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS

• High school diploma or equivalent required; Associate's or Bachelor's degree in business, real estate, or related field preferred
• Minimum 2–3 years of residential or mixed-use property management experience
• Active real estate license preferred (or must be obtained within 6 months of hire)
• Reliable transportation and valid driver's license required
• Must pass background and reference checks