Portfolio Administrator

Job description

General Summary:

Under the direction of the Regional Property Manager, the Portfolio Administrator is responsible for helping oversee the day-to-day operations of assigned community associations and residential properties. The portfolio administrator will be responsible for the direct management oversight of assigned community associations and residential properties. The goal is to maximize asset value, customer satisfaction, and revenue.

Principal Duties and Responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities that management may deem necessary, occasionally.

  • Ensures compliance with all Fair Housing, local, state, and federal regulatory agencies.
  • Ensure efficient and timely communication with all homeowners and residents.
  • Act as a resource and primary contact for all assigned associations and properties.
  • Attend all association meetings, record detailed meeting minutes, and keep roll call.
  • Prepare and distribute accurate agendas for all association meetings.
  • Prepare and distribute monthly statements for outstanding association dues.
  • Oversees accurate paperwork completion, including security deposit reconciliations, move-out process, inspections, 5-day notices, and past-due accounts.
  • Prepare assigned reports, ensuring accuracy and timeliness, including monthly financial statements, and delinquency reports.
  • Match purchase orders and approve invoices for assigned associations and residential properties.
  • Help facilitate the bidding process for all contractors.
  • Participate in the annual budget review and preparation process.
  • Prepare detailed budget analysis for the assigned associations and properties.
  • Walk the assigned associations monthly to monitor vendor performance, identify potential property improvements and replacements, and monitor owner violations.
  • Ability to show units to prospective residents, as needed.
  • Answer all inquiries related to facilities and leasing agreements.
  • Ongoing inspection of properties for curb appeal and appearance, coordinates capital improvements, as necessary.
  • Create work orders for repairs for the units, including prioritizing, scheduling, and delegating work assignments. Follow up with the tenants to make sure the repair has been completed and completed satisfactorily.
  • Complete routine inspections of units, as needed.
  • Monitors occupancy rates, resident and customer satisfaction.
  • Essential administrative duties – including filing, composing letters, responding to emails, etc.
  • Keep all association and residential property files updated and in order, including correspondence.
  • Complete additional projects as assigned by the regional property manager.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

  • Minimum of an Associate’s degree in related field, Bachelor’s degree or equivalent is preferred
  • (2+) years of experience managing a community association and/or property management team is preferred.
  • Experience with accounts payable, accounts receivable, and financial statement preparation is preferred.
  • Experience with Microsoft 365 is required.
  • Advanced oral and written communication skills are required.
  • Strong communication and presentation skills required.
  • Strong organization and time management skills required.
  • Well organized with excellent time management skills
  • AppFolio software experience is preferred.

Join Bielinski Management today and be part of a dynamic team that values innovation, quality, and customer satisfaction. Grow your career in a supportive environment where your contributions make a difference. Apply now to embark on an exciting journey with us!