Portfolio Support Specialist
Picerne Group, Newport Beach, CA, United States
Are you an experienced operations professional who thrives in a fast-paced, detail-driven environment and is ready to take ownership of critical portfolio functions?
The Portfolio Support Specialist
is a key contributor within our Portfolio Support team, located at our corporate office in Newport Beach, CA. This position is responsible for managing core administrative, financial, and operational processes across a portfolio of luxury apartment communities in Southern California. The role goes beyond task execution; Specialists are expected to analyze, problem-solve, and drive process consistency while serving as a trusted partner to the On-Site Property Teams.
The Portfolio Support team is part of a centralized department that provides basic accounting, compliance, document generation, payment processing, and legal coordination services. Acting as a liaison between Accounting and the On-Site Property Teams, this role ensures accuracy, efficiency, communication, and accountability across all resident transactions and records.
This is an ideal opportunity for a highly organized, detail-oriented professional who can think critically, communicate effectively across all levels, and take initiative in an evolving and growing department.
Responsibilities
Own and manage day-to-day administrative and operational functions across an assigned portfolio, ensuring accuracy, timeliness, and compliance with company standards
Serve as a primary point of contact for on-site teams, building strong partnerships and proactively identifying areas for support and process improvement
Analyze and resolve resident account discrepancies, payment issues, and escalated inquiries, ensuring a high level of customer experience
Oversee delinquency management, including reconciliation, collections coordination, and tracking trends across the portfolio
Process and monitor resident payments, including troubleshooting returned payments, failed transactions, and ledger inconsistencies
Generate and review resident-facing documents, including renewals, legal notices (e.g., 3-Day Notices), and move-out statements, ensuring compliance and accuracy
Complete month-end accounting responsibilities, ensuring all required reporting and reconciliations are accurate and submitted timely
Support portfolio performance analysis by reviewing reports, identifying trends, and escalating insights to leadership
Maintain consistent documentation and recordkeeping, ensuring all actions are properly tracked and aligned with department standards
Complete Help Desk tickets relating to account ledger management and other administrative tasks while meeting Service Level Agreement (SLA) deadlines
Contribute to process improvements, training initiatives, and special projects that support the growth and scalability of the department
Participate as a peer mentor to the team Coordinator and Intern
Qualifications
3+ years of experience in one or more of the following: Multifamily property management - Accounting or financial operations -Customer service in a high-volume environment-Administrative or operations support
Strong written and verbal communication skills, with the ability to communicate professionally across all levels of the organization
Exceptional attention to detail and commitment to accuracy
Proven ability to manage multiple priorities, problem-solve, and meet deadlines in a fast-paced environment
Strong organizational and time management skills with a process-oriented mindset
Demonstrated ability to think critically and take initiative, not just follow processes
High level of professionalism, integrity, and accountability
Positive, collaborative attitude with a willingness to support team success
Technical Skills: Strong proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and Adobe Acrobat is required -Experience with property management systems (e.g., Yardi Voyager), Help Desk management, and CRM platforms is preferred
Comfortable working with financial data, reporting, and basic accounting concepts
Additional Requirements: Reliable transportation and clean driving record for occasional local travel (e.g., post office, properties)
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The Portfolio Support Specialist
is a key contributor within our Portfolio Support team, located at our corporate office in Newport Beach, CA. This position is responsible for managing core administrative, financial, and operational processes across a portfolio of luxury apartment communities in Southern California. The role goes beyond task execution; Specialists are expected to analyze, problem-solve, and drive process consistency while serving as a trusted partner to the On-Site Property Teams.
The Portfolio Support team is part of a centralized department that provides basic accounting, compliance, document generation, payment processing, and legal coordination services. Acting as a liaison between Accounting and the On-Site Property Teams, this role ensures accuracy, efficiency, communication, and accountability across all resident transactions and records.
This is an ideal opportunity for a highly organized, detail-oriented professional who can think critically, communicate effectively across all levels, and take initiative in an evolving and growing department.
Responsibilities
Own and manage day-to-day administrative and operational functions across an assigned portfolio, ensuring accuracy, timeliness, and compliance with company standards
Serve as a primary point of contact for on-site teams, building strong partnerships and proactively identifying areas for support and process improvement
Analyze and resolve resident account discrepancies, payment issues, and escalated inquiries, ensuring a high level of customer experience
Oversee delinquency management, including reconciliation, collections coordination, and tracking trends across the portfolio
Process and monitor resident payments, including troubleshooting returned payments, failed transactions, and ledger inconsistencies
Generate and review resident-facing documents, including renewals, legal notices (e.g., 3-Day Notices), and move-out statements, ensuring compliance and accuracy
Complete month-end accounting responsibilities, ensuring all required reporting and reconciliations are accurate and submitted timely
Support portfolio performance analysis by reviewing reports, identifying trends, and escalating insights to leadership
Maintain consistent documentation and recordkeeping, ensuring all actions are properly tracked and aligned with department standards
Complete Help Desk tickets relating to account ledger management and other administrative tasks while meeting Service Level Agreement (SLA) deadlines
Contribute to process improvements, training initiatives, and special projects that support the growth and scalability of the department
Participate as a peer mentor to the team Coordinator and Intern
Qualifications
3+ years of experience in one or more of the following: Multifamily property management - Accounting or financial operations -Customer service in a high-volume environment-Administrative or operations support
Strong written and verbal communication skills, with the ability to communicate professionally across all levels of the organization
Exceptional attention to detail and commitment to accuracy
Proven ability to manage multiple priorities, problem-solve, and meet deadlines in a fast-paced environment
Strong organizational and time management skills with a process-oriented mindset
Demonstrated ability to think critically and take initiative, not just follow processes
High level of professionalism, integrity, and accountability
Positive, collaborative attitude with a willingness to support team success
Technical Skills: Strong proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and Adobe Acrobat is required -Experience with property management systems (e.g., Yardi Voyager), Help Desk management, and CRM platforms is preferred
Comfortable working with financial data, reporting, and basic accounting concepts
Additional Requirements: Reliable transportation and clean driving record for occasional local travel (e.g., post office, properties)
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