Portfolio Support Specialist

Portfolio Support Specialist at Picerne Group Portfolio Support Specialist at Picerne Group in Huntington Beach, California Posted in 11 days ago.

Type:

full-time

Job Description:

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) 100% in office