Portfolio Operations Analyst - Residential Property Management, Goleta, CA
The Towbes Group, Santa Barbara, California, us, 93190
Overview
Position: Portfolio Operations Analyst – RPMD At The Towbes Group, we proudly create communities where people thrive. Headquartered in Santa Barbara, California, The Towbes Group is an award-winning, fully integrated property management, development, and construction services firm with over 60 years of experience on the Central Coast. This role provides extraordinary customer service to internal team members and external customers, supports the department’s goals, and contributes to Towbes’ high-performance culture emphasizing Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service. Job Overview / Purpose
The Portfolio Operations Analyst – RPMD provides high-level analytical support to RPMD leadership. This hybrid role blends portfolio administration with operational analysis, requiring independent judgment, discretion, and analytical reasoning to support day-to-day execution and data-driven decision-making. Responsibilities include evaluating information, identifying trends and risks, and delivering insights and recommendations to inform leadership decisions and improve operational effectiveness. The role connects RPMD leadership, site teams, and corporate departments (Accounting, HR, IT, Marketing, Corporate Services) to ensure consistent processes, transparent reporting, and continuous improvement. The analyst embodies Towbes’ mission of Creating Communities Where People Thrive through collaboration, reliability, sound judgment, and thoughtful execution. Responsibilities / Essential Duties
Track, analyze, and evaluate portfolio-level KPIs, operational metrics, and department initiatives; provide 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; identify 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; exercise independent judgment and accountability for outcomes. Maintain PowerDMS policies and procedures, ensuring documentation is accurate, compliant, and aligned with standards (including policy rewrites). Manage and update Blue Moon lease templates in line with evolving legal requirements and company standards, coordinating with leadership and legal partners as needed. Support Marketing initiatives at the community level; assist with coordination and billing for marketing resources. Manage renter insurance claims and remediation matters for the portfolio. Design, coordinate, and continuously improve onboarding and integration processes for RPMD team members with HR, IT, and department leadership. Maintain documentation related to projects and procedures to support training, consistency, and continuous improvement; capture executive-level meeting notes with tracking and follow-up on action items. Set up and manage electronic and paper filing systems for internal/external correspondence and departmental working files. Review and process monthly expense reports and corporate credit card activity for RPMD leadership to ensure accuracy and policy compliance. Manage RPMD leadership calendars and coordinate monthly, quarterly, and annual meetings, trainings, and off-site events; balance competing demands with sound judgment. Coordinate team celebrations, milestone recognition, and department communications; track certifications and milestones to support engagement and culture. Act as a primary liaison between RPMD and Accounting, HR, IT, Marketing, Maintenance, Corporate Services, and external vendors; align RPMD interests with operational strategy. Support department-wide training initiatives and leadership development efforts. Provide high-quality internal and external customer service while maintaining confidentiality and sound judgment. Engage in ongoing learning and training, including AI trends, tools, and company-provided training. Perform other duties and special projects as assigned. Qualifications / Knowledge, Skills & Abilities
High School diploma or GED equivalent Minimum 3–5 years of progressively responsible administrative, operations, or analyst experience involving independent judgment and complex problem-solving, preferably in property management, real estate, or a corporate environment Ability to understand, apply, and comply with state and fair housing laws, company policies, and procedures Excellent written and verbal communication skills with a professional, customer-focused demeanor Ability to perform physical functions as required (e.g., standing, walking, stairs) to complete inspections and deliver resident communications Ability to identify opportunities to streamline workflows using AI, including tasks suitable for automation Ability to use AI to draft announcements, templates, tenant notices, and report summaries while maintaining accuracy and professional tone; ability to review AI-generated content for accuracy and compliance Strong proficiency with Microsoft Office 365 (Excel, Outlook, PowerPoint, Word) Advanced working knowledge of Yardi or comparable property management software Strong organizational and time-management skills with attention to detail Ability to manage multiple tasks with flexibility and adaptability Goal-oriented; ability to meet or exceed operational goals on annual performance evaluations and resident surveys Ability to handle confidential information with discretion Ability to work independently and prioritize in a challenging environment High integrity, honesty, courage, and loyalty; strong judgment in decision-making Excellent interpersonal skills to communicate with a wide range of employees and residents Ability to collaborate effectively as a team member and disseminate information clearly Language Skills
Ability to read, analyze, and interpret business materials; ability to create reports, business correspondence, and procedural manuals; ability to present information and respond to questions from groups. Mathematical Skills and Reasoning
Ability to calculate figures and perform basic math; interpret written or schedule-based instructions. Physical Demands and Work Environment
Regular use of hands, repetitive movements, talking, listening, walking, and sitting. May stoop, kneel, or crouch. May stand for extended periods. May lift up to 25 pounds. Vision requirements include close, color, and depth perception. Noise level is usually moderate. Reasonable accommodations may be made for disabilities. What Towbes Offers
Competitive wages: full-time, exempt, annual salary range: $65,000 – $98,000 Rewarding work environment Health Insurance: medical, dental, vision, life, and long-term disability 401k with company match Paid vacation and sick time Local Coastal Housing Partnership benefits
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Position: Portfolio Operations Analyst – RPMD At The Towbes Group, we proudly create communities where people thrive. Headquartered in Santa Barbara, California, The Towbes Group is an award-winning, fully integrated property management, development, and construction services firm with over 60 years of experience on the Central Coast. This role provides extraordinary customer service to internal team members and external customers, supports the department’s goals, and contributes to Towbes’ high-performance culture emphasizing Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service. Job Overview / Purpose
The Portfolio Operations Analyst – RPMD provides high-level analytical support to RPMD leadership. This hybrid role blends portfolio administration with operational analysis, requiring independent judgment, discretion, and analytical reasoning to support day-to-day execution and data-driven decision-making. Responsibilities include evaluating information, identifying trends and risks, and delivering insights and recommendations to inform leadership decisions and improve operational effectiveness. The role connects RPMD leadership, site teams, and corporate departments (Accounting, HR, IT, Marketing, Corporate Services) to ensure consistent processes, transparent reporting, and continuous improvement. The analyst embodies Towbes’ mission of Creating Communities Where People Thrive through collaboration, reliability, sound judgment, and thoughtful execution. Responsibilities / Essential Duties
Track, analyze, and evaluate portfolio-level KPIs, operational metrics, and department initiatives; provide 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; identify 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; exercise independent judgment and accountability for outcomes. Maintain PowerDMS policies and procedures, ensuring documentation is accurate, compliant, and aligned with standards (including policy rewrites). Manage and update Blue Moon lease templates in line with evolving legal requirements and company standards, coordinating with leadership and legal partners as needed. Support Marketing initiatives at the community level; assist with coordination and billing for marketing resources. Manage renter insurance claims and remediation matters for the portfolio. Design, coordinate, and continuously improve onboarding and integration processes for RPMD team members with HR, IT, and department leadership. Maintain documentation related to projects and procedures to support training, consistency, and continuous improvement; capture executive-level meeting notes with tracking and follow-up on action items. Set up and manage electronic and paper filing systems for internal/external correspondence and departmental working files. Review and process monthly expense reports and corporate credit card activity for RPMD leadership to ensure accuracy and policy compliance. Manage RPMD leadership calendars and coordinate monthly, quarterly, and annual meetings, trainings, and off-site events; balance competing demands with sound judgment. Coordinate team celebrations, milestone recognition, and department communications; track certifications and milestones to support engagement and culture. Act as a primary liaison between RPMD and Accounting, HR, IT, Marketing, Maintenance, Corporate Services, and external vendors; align RPMD interests with operational strategy. Support department-wide training initiatives and leadership development efforts. Provide high-quality internal and external customer service while maintaining confidentiality and sound judgment. Engage in ongoing learning and training, including AI trends, tools, and company-provided training. Perform other duties and special projects as assigned. Qualifications / Knowledge, Skills & Abilities
High School diploma or GED equivalent Minimum 3–5 years of progressively responsible administrative, operations, or analyst experience involving independent judgment and complex problem-solving, preferably in property management, real estate, or a corporate environment Ability to understand, apply, and comply with state and fair housing laws, company policies, and procedures Excellent written and verbal communication skills with a professional, customer-focused demeanor Ability to perform physical functions as required (e.g., standing, walking, stairs) to complete inspections and deliver resident communications Ability to identify opportunities to streamline workflows using AI, including tasks suitable for automation Ability to use AI to draft announcements, templates, tenant notices, and report summaries while maintaining accuracy and professional tone; ability to review AI-generated content for accuracy and compliance Strong proficiency with Microsoft Office 365 (Excel, Outlook, PowerPoint, Word) Advanced working knowledge of Yardi or comparable property management software Strong organizational and time-management skills with attention to detail Ability to manage multiple tasks with flexibility and adaptability Goal-oriented; ability to meet or exceed operational goals on annual performance evaluations and resident surveys Ability to handle confidential information with discretion Ability to work independently and prioritize in a challenging environment High integrity, honesty, courage, and loyalty; strong judgment in decision-making Excellent interpersonal skills to communicate with a wide range of employees and residents Ability to collaborate effectively as a team member and disseminate information clearly Language Skills
Ability to read, analyze, and interpret business materials; ability to create reports, business correspondence, and procedural manuals; ability to present information and respond to questions from groups. Mathematical Skills and Reasoning
Ability to calculate figures and perform basic math; interpret written or schedule-based instructions. Physical Demands and Work Environment
Regular use of hands, repetitive movements, talking, listening, walking, and sitting. May stoop, kneel, or crouch. May stand for extended periods. May lift up to 25 pounds. Vision requirements include close, color, and depth perception. Noise level is usually moderate. Reasonable accommodations may be made for disabilities. What Towbes Offers
Competitive wages: full-time, exempt, annual salary range: $65,000 – $98,000 Rewarding work environment Health Insurance: medical, dental, vision, life, and long-term disability 401k with company match Paid vacation and sick time Local Coastal Housing Partnership benefits
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