The Towbes Group · 6 hours ago
Portfolio Operations Analyst - Residential Property Management, Goleta, CA
Goleta, CA
Full-time
Hybrid
Mid Level
$65K/yr - $98K/yr
3+ years expThe Towbes Group is an award-winning property management, development, and construction services firm based in Santa Barbara, California. They are seeking a Portfolio Operations Analyst to provide high-level analytical support within the Residential Property Management Department, focusing on portfolio administration and operational analysis to improve decision-making and efficiency.
Real Estate
Responsibilities
Track, analyze, and evaluate portfolio-level KPIs, operational metrics, and department initiatives, providing insight and recommendations to support executive-level, data-driven decision making
Prepare, analyze, interpret, and present weekly, monthly, and quarterly operational, occupancy, financial, and performance reports, identifying trends, risks, and opportunities to support leadership decision-making
Lead and support special projects, process improvement initiatives, and implementation of new systems, services, or workflows, exercising independent judgment and accountability for outcomes
Responsible for ongoing updates and overall management of PowerDMS, policies, and procedures, ensuring documentation remains accurate, compliant, and aligned with department and company standards, including but not limited to policy rewrites
Manage and update Blue Moon lease templates in alignment with evolving legal requirements and company standards, coordinating with leadership and legal partners as appropriate
Support Marketing initiatives at the community level and assist with coordination and billing for marketing-related resources
Manage renter insurance claims and remediation matters for the portfolio
Design, coordinate, and continuously improve onboarding and integration processes for RPMD team members in collaboration with HR, IT, and department leadership
Maintain documentation related to projects, procedures, and operational changes to support training, consistency, and continuous improvement including synthesizing meeting materials, capturing executive-level meeting notes, with appropriate tracking, escalation, and follow up on action items
Responsible for setting up and managing both electronic and paper filing systems for all internal and external correspondence, along with all working files for the department
Review and process monthly expense reports and corporate credit card activity for RPMD leadership to ensure accuracy, policy compliance, and appropriate financial controls
Manage department calendars for RPMD leadership while planning, coordinating, and supporting monthly, quarterly, and annual meetings, trainings, and off-site events, exercising discretion, prioritization, and judgment to balance competing demands and ensure alignment with department objectives
Plan and coordinate team celebrations, milestone recognition, and department communications while tracking important dates, certifications, and team milestones to ensure timely acknowledgment, follow-through, and support for engagement and culture
Act as a primary liaison between RPMD and Accounting, HR, IT, Marketing, Maintenance, Corporate Services, and external vendors, representing RPMD interests and ensuring operational and strategic alignment
Support department-wide training initiatives and leadership development efforts
Provide high-quality internal and external customer service while maintaining confidentiality and exercising sound judgment
Ongoing learning and training, including but not limited to AI trends, tools, and company-provided training
Perform other duties and special projects assigned
Qualification
Required
High School or General Education Development (GED) equivalent
Minimum 3–5 years of progressively responsible administrative, operations, or analyst experience involving independent judgment, discretion, and complex problem-solving, preferably in property management, real estate, or a corporate environment
Ability to comprehend, apply, and comply with all state and fair housing laws, company policies, and business procedures
Excellent written and verbal communication skills, with a professional and customer-focused demeanor
Ability to perform the physical functions of the position, which may include, but are not limited to sitting, standing, bending, walking the property, including a minimum of two flights of stairs, to complete inspections, and deliver resident communications
Ability to evaluate opportunities to streamline workflows using AI, including identifying repetitive tasks suitable for automation
Ability to use AI to draft announcements, communication templates, tenant notices, and report summaries while maintaining accuracy and professional tone
Ability to critically review and verify AI-generated content for accuracy, confidentiality, compliance, and alignment with the Towbes Group standard
Strong proficiency in Microsoft Office 365, including Excel, Outlook, PowerPoint, and Word
Advanced working knowledge of Yardi or comparable property management software platforms
Strong organizational and time management skills, with attention to detail and the ability to prioritize multiple tasks
Capable of easily shifting between tasks with flexibility and adaptability
Meet or exceed operational goals on annual performance evaluations and resident surveys
Ability to handle confidential information with discretion and professionalism
Ability to work independently and prioritize effectively in a challenging environment
Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty
Strong problem-solving skills
Provide high-quality customer service to the internal or external customer
Ability to put people first in all aspects of your position
Work with the intent of the betterment of our community
Ability to effectively comprehend and interpret policies and procedures in the work environment
Ability to collaborate effectively as a team member
Ability to exercise good judgment in making decisions
Ability to work under pressure and complete tasks within prescribed time frames
Ability to manage and develop personnel resources
Ability to disseminate information and guidelines clearly to others and check for understanding
Excellent interpersonal skills to communicate effectively with a wide range of employees and residents
Benefits
Health Insurance: medical, dental, vision, life, and long-term disability
401k and liberal company match
Paid vacation/sick time programs
Local Coastal Housing Partnership benefits
Company
The Towbes Group
TTG provides Real Estate Development, Commercial, Residential, Construction, Property Management & Real Estate Investment services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Robert Skinner
Chief Executive Officer
Company data provided by crunchbase