Operations Support Specialist

CityFountain ValleyStateCaliforniaJob LocationOCC 504 The HavensPosition TypeRegular

The Operations Support Specialist is a key member of the Operations Staff Services Team, which functions as a centralized support hub for property operations. This role is strategically positioned as a dynamic, floating resource, providing interim coverage for critical operational roles across the portfolio—most notably the Operations Coordinator position. By stepping in during periods of vacancy, leave, high operational demand, or organizational transition, the Operations Support Specialist ensures continuity of service and operational stability.

When supporting the Operations Coordinator function, the Operations Support Specialist plays an essential role in the successful execution of maintenance operations. This includes managing the coordination of maintenance requests, scheduling vendor services, and supporting property-level projects. The role collaborates closely with General Operations Managers, Maintenance Supervisors, and on-site teams to prioritize work orders, uphold compliance standards, and drive timely service delivery. By ensuring clear, consistent communication between residents, vendors, and internal teams, the Operations Support Specialist helps streamline workflows, reduce service delays, and uphold service excellence.

WHAT YOU WILL DO:

• Provide floating operational support across the organization, including but not limited to, temporary coverage for Operations Coordinators, Commercial Coordinators, and other essential roles within the operations function.
• Step into the Operations Coordinator role as needed, managing and prioritizing maintenance service requests through SightPlan, coordinating vendor schedules, unit turnover scheduling, and compliance tracking.
• Schedule and conduct pre-move-out and final move-out inspections with residents; track inspection outcomes to inform unit turnover timelines and vendor deployment.
• Create and manage purchase orders for vendor services, track associated work orders, and monitor unit turnover progress to ensure timely and efficient completion
• Support preventative maintenance and CMS-related projects by following up on outstanding items and assisting in resource allocation and tracking
• Coordinate with internal departments (e.g., Redevelopment, Asset Management, Sustainability) to facilitate property access and scheduling for capital and improvement projects.
• Communicate directly with residents to confirm work completion, gather post-service feedback, and recommend service delivery improvements to enhance the resident experience.
• Assist in the procurement of property-level supplies, equipment, and services; track budget variances and escalate concerns as appropriate to maintain financial accountability.
• Assess operational gaps at underperforming or transitional properties and provide actionable recommendations to drive performance and service excellence.
• Support the day-to-day maintenance and administrative operations of assigned communities, ensuring seamless continuity of service during staff absences or peak periods.
• Serve as a liaison between residents, vendors, and internal stakeholders to ensure timely, professional, and solution-oriented communication.
• Manage documentation workflows including resident paperwork, CRM data updates, and property-specific data entry, while ensuring adherence to compliance requirements.
• Assist with companywide coordination efforts such as storm preparation, paint tracking, unit turnover (UBU) tracking, purchase order administration, and vendor compliance (LPS).
• Provide additional cross-functional support within the Operations Staff Services Team, including coverage for Community Relations Representatives and Community Account Specialists, as needed.
• Monitor compliance with company policies, federal/state/local regulations, and internal SOPs, and escalate inconsistencies, risks, or concerns to appropriate leadership.
• Maintain confidentiality and exercise discretion in handling sensitive resident, property, and company information.

WHAT YOU WILL NEED:

• High school diploma or GED equivalent required; additional education or relevant certifications are a plus.
• 1 to 2+ years of experience in customer service or administrative support; property operations or community management experience is strongly preferred.
• Proven ability to adapt quickly, remain agile in shifting environments, and work independently with minimal supervision.
• Strong interpersonal and communication skills with a commitment to exceptional customer service.
• Competency in Microsoft Office Suite and familiarity with CRM systems (e.g., Salesforce, Yardi, SightPlan) preferred.
• Demonstrated organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

WHAT THE JOB REQUIRES:

• Primary work is conducted in an office setting, with flexibility required for remote site support or coverage assignments.
• Must be able to manage a dynamic workload and adjust to fluctuating operational demands.
• Availability for a five-day work week is required, with potential weekend coverage as dictated by business needs.
• Extended periods of sitting or standing may be required; minimal physical exertion expected.
• This role does not require any travel; work is primarily conducted at the office.

WHAT YOU WILL BRING TO THE TABLE:

• Ability to interpret and follow standard operating procedures and written instructions.
• Basic problem-solving and analytical skills for addressing operational challenges in real-time.
• Decision-making ability guided by company policy, with awareness of potential short-term impacts on stakeholders.
• Professionalism, reliability, and a proactive mindset in all aspects of work.

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our Sunday property operations office closures, 10 paid holidays, and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

The pay range for this position is $28.85 - $39.42 per hour. New hires generally start between $28.85 - $34.13 per hour. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.