Property Operations Manager for short and long term rental

POSITION OVERVIEW We are a growing property management firm managing luxury STRs in Tennessee and an LTR portfolio in Minnesota. We are not looking for a task-doer. We are looking for a proactive project manager who thinks like a system-minded leader.

WHY THIS ROLE:
This isn't just a role for someone who follows a checklist; we're looking for a tea ---------- mber who will take ownership, think creatively, and contribute to refining our systems as we grow. We're excited to build a similar lasting relationship with someone for this role, ensuring you feel supported, trusted, and empowered to make decisions.
Growth-Minded & Solutions-Focused: We don’t dwell on problems; we find solutions. We want people who are hungry to learn, grow, and improve our systems every day.
Positive Energy: Property management sometimes involves surprise challenges. Pipes burst, tenants stop paying. It is critical that we approach our work with a positive attitude. We value collaboration, open communication, and a "can-do" spirit.
A Relationship, Not a Transaction: We want a years-long partnership where you feel supported, trusted, and empowered to make decisions.
Impact Over Activity: We value outcomes. You won't be micromanaged; you will be given clear goals and the freedom to execute, along with the support to be able to succeed.

This role will be 40 hours per week, once fully trained. Your compensation will reflect your experience, initiative, growth, and contribution to the business's success.
Schedule: Starting schedule will be Sunday and Monday 9-5PM, Tuesday-Thursday 8AM- 4PM US East Coast hours.

YOUR CORE MISSION
Operations (70%)
The "Loop-Closer": When a task comes in, you manage the communication, the schedule, and the reporting in ---------- and in daily report-outs to the team. Your job is to make sure work moves from “reported” to “fully completed” as efficiently as possible, and that everyone involved has what they need to do their jobs.

Specifics tasks include:
Serve as the point of contact for tenant inquiries,
Coordinate repairs and maintenance across the portfolio,
Manage lease renewals, documentation. Ensure compliance with lease terms,
Track rent payments and follow-up for outstanding balances,
Maintain inventory across properties by ordering and shipping our supplies,
Coordinate with housing assistance agencies,
Processing eviction documents,
Update booking information, process upsell payments,
Oversee move-in/move-out procedures and inspections,
Document tenant interactions and maintenance requests,
Identify potential issues before they become problems,

Financial Admin and Systems (20%):
You are confident with numbers, bookkeeping software and general accounting. You receive and pay invoices, track expenses in REIhub, update tenant ledgers, and follow established financial SOPs. You generate professional monthly owner statements for our PM clients, and coordinate with our accountant to ensure they’re delivered accurately and on time.

Guest and tenant communications (10%):
You respond promptly, warmly, and correctly to guest messages, tenant maintenance requests and contractor messages. You like talking with guests, and know how to present yourself in a warm, calm, professional manner no matter the situation.

ESSENTIAL REQUIREMENTS:
3+ Years working in US-Based Business with operations-responsibility:
Fluency in English: Confident in multi-person meetings, initiating phone calls, and in non-scripted situations in English.
The "Loop-Closer" DNA: You live by the 24-hour no-update rule. If a project is open, you provide an update before we have to ask.
Financial Rigor: Proven experience with Accounting or bookkeeping, ideally for long or short term rentals.
Highly Detail-Oriented and Organized: Able to track tasks across multiple properties and follow up on outstanding issues. Skilled at prioritizing tasks based on urgency and importance.
You have a positive growth mindset.
Strong communication skills: you are a proactive communicator who doesn’t wait to be asked for updates. You’re eager to participate in ongoing discussions about improving communication protocols and systems, and receptive to feedback.

The Tech Stack: While we use OwnerRez, REIhub, and ---------- , we value your PM and Accounting Experience over your specific software experience. If you are an expert in the industry, and familiar with competitor tools, we can train you on our specific stack.

**MUST HAVE Reliable internet connection with backup***
Proficiency with Google Drive, WhatsApp, and ability to quickly learn ----------

HOW TO APPLY:

To verify your attention to detail and financial expertise, please follow these steps exactly:

Subject Line: Include the name of the original bass player for the Grateful Dead.

Cover Letter (Paragraph 3): Include the phrase "closing the loop."

In your response, confirm you are available for the days and times described in this position

The Initiative Test: Describe a specific time you solved a contractor or tenant problem without waiting for direction. How did it start, what steps did you take, how was it resolved?

The Financial Filter: Briefly describe your past accounting/bookkeeping work. Specifically:
Which software have you used?

The Loop-Closer Test: At any ---------- nt you'll have multiple open items running across different properties — say a repair waiting on a contractor, a tenant who owes rent, and a move-out inspection all live at once. Two things: (1) What system or tools do you personally use to track these so nothing slips and everyone gets an update before they have to ask? (2) When you can't get to everything, how do you d ---------- what comes first? Give a real example that shows both in action.
Please include a resume or summary to showcase your background. If you have professional recommendations from previous US-based employers, we encourage you to include those.

Lastly, if your past experience is not in property management, how does your past experience set you up for success in this role?
Please include a resume or summary to showcase your background. If you have professional recommendations from previous US-based employers, we encourage you to include those.