2102-Commercial and Procurement Ops Specialist
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Description
WHAT WE ARE LOOKING FOR:
The Commercial & Development Operations Specialist provides operational, financial, administrative, and project coordination support for the company's Commercial and Development functions across the multifamily portfolio and standalone commercial properties.
This position serves as a key operational partner to Development, Construction, Procurement, Commercial Operations, Property Management, Accounting, Legal, and external vendors. The Specialist is responsible for coordinating initiatives, maintaining accurate project and commercial information, monitoring budgets and expenditures, supporting contracts and procurement activities, preparing management reporting, and ensuring that key operational processes are completed accurately and on schedule.
The ideal candidate is highly organized, analytical, commercially minded, and comfortable managing multiple priorities across development, capital projects, commercial properties, vendors, and internal departments. The role requires strong communication skills, attention to detail, financial acumen, and a working knowledge of multifamily development, construction, procurement, commercial real estate, and project management.
WHAT WE EXPECT FROM YOU:
Commercial Operations
· Support the day-to-day operational administration of the Commercial division and commercial properties.
· Maintain and track commercial property budgets, operating expenses, capital expenditures, contracts, and commitments.
· Prepare recurring commercial operating, financial, and performance reports for management.
· Monitor commercial property performance and identify budget, expense, and operational variances.
· Coordinate with Commercial Operations and Property Management to identify property needs, improvement opportunities, and operational issues.
· Support the administration of tenant relationships, tenant improvement projects, lease-related activities, and commercial property initiatives.
· Coordinate with Accounting regarding invoices, CAM charges, delinquencies, write-offs, tenant improvement allowances, and other commercial financial matters.
· Maintain accurate commercial property records, contracts, vendor information, and project documentation.
· Assist with annual capital planning and budgeting for the Commercial division.
· Develop and maintain reporting and analytics related to commercial properties and departmental performance.
Development & Capital Project
· Coordinate administrative and operational activities associated with redevelopment, capital improvement, renovation, and development projects.
· Maintain project schedules, budgets, commitments, purchase orders, contracts, and project documentation.
· Monitor project progress and follow up with internal and external stakeholders to ensure milestones are achieved.
· Track project commitments, actual costs, forecasts, invoices, and budget variances.
· Assist Development and Construction leadership with project budgeting, forecasting, reporting, and milestone tracking.
· Review invoices, AIA documents, scopes of work, change orders, and supporting documentation for completeness and accuracy.
· Track CapEx invoices and confirm that associated work has been completed prior to payment.
· Coordinate with architects, engineers, contractors, consultants, vendors, and property teams.
· Maintain contract tracking and follow up on contract execution, expiration, renewals, insurance, compliance, and other required documentation.
· Support project meetings by preparing information, documenting action items, and following up on outstanding items.
· Assist with project closeout, turnover documentation, warranties, and final project records.
Financial Analysis & Reporting
· Prepare commercial property, department, development, and project budgets.
· Prepare recurring budget-to-actual and variance reports.
· Track commitments, purchase orders, invoices, expenditures, and forecasts.
· Analyze financial and operational data to identify trends, variances, and opportunities for improvement.
· Assist with annual budgeting and capital planning processes.
· Develop ROI analyses and financial summaries for commercial projects and capital investments.
· Prepare lease abstracts and financial information related to commercial tenants and tenant improvements.
· Support executive reporting through dashboards, variance reports, budget summaries, and other management reports.
· Maintain data integrity across Yardi Construction Manager, Yardi Job Cost, Yardi Marketplace, Excel, Power BI, and other company systems.
Contract & Administrative Operations
· Maintain centralized tracking of Commercial and Development contracts and agreements.
· Monitor contract status, expiration dates, renewals, insurance requirements, and outstanding documentation.
· Coordinate with Legal regarding contract administration and required documentation.
· Track purchase orders, commitments, change orders, invoices, and other financial obligations.
· Establish and maintain organized project and commercial documentation.
· Follow up with internal departments and external partners to ensure required actions are completed.
· Develop and improve processes, tracking tools, reports, and workflows that improve operational efficiency.
Cross-Functional Collaboration
· Partners with Development, Construction, Procurement, Commercial Operations, Property Management, Accounting, and Legal.
· Coordinate with residential operations teams to minimize resident disruption during capital and development projects.
· Work closely with Commercial Tenants and property teams to coordinate projects, repairs, improvements, and operational requirements.
· Serve as an information and coordination hub between internal departments, vendors, contractors, consultants, and commercial tenants.
· Escalate issues involving budget, schedule, contracts, vendor performance, or operational risk to the appropriate leadership team member
JOB KNOWLEDGE & SKILLS:
- Strong commercial and financial acumen.
- Strong project coordination and organizational skills.
- Advanced Microsoft Excel skills.
- Power BI experience preferred.
- Yardi preferred experience.
- Contract administration experience.
- Strong analytical and problem-solving abilities.
- Excellent written and verbal communication skills.
- Ability to manage multiple concurrent projects and competing priorities.
- Strong attention to detail and follow-through.
- Ability to work independently while collaborating effectively across departments.
- Ability to translate financial and operational information into clear management reporting.
- Strong understanding of multifamily and commercial real estate operations.