Portfolio Operations Analyst - Residential Property Management, Goleta, CA

Position Summary

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. We live and breathe these attributes with all we do. As an integral Residential Property Management team member for the Towbes Group, this position will provide extraordinary customer service to our internal team members and external customers, exemplifying our core values and dedication to quality and service. This position will have direct responsibility as a Residential Property Management team member to assist in the accomplishment of the department's goals and objectives. This position will elevate the team as a member of the company’s high-performance culture that emphasizes Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service.

Job Overview/Purpose

The Portfolio Operations Analyst – RPMD plays a critical role within the Residential Property Management Department by providing high-level analytical support to RPMD leadership. This position is designed as a hybrid role that blends portfolio administration with operational analysis, requiring the regular exercise of independent judgment, discretion, and analytical reasoning to support both day-to-day execution and data-driven decision-making.

This role has responsibility and accountability for evaluating information, identifies trends and risks, and develops insights and recommendations that inform leadership decisions and improve operational effectiveness. This position serves as a key connector between RPMD leadership, site teams, and corporate departments, including Accounting, Human Resources, Information Technology, Marketing, and Corporate Services. This role supports consistent processes, transparent reporting, and continuous improvement across RPMD. The Portfolio Operations Analyst is expected to embody and promote Towbes’ mission of Creating Communities Where People Thrive through collaboration, reliability, sound judgment, and thoughtful execution.

Job Requirements/Essential Duties

The following job duties are considered essential to this position and can be amended by your supervisor as needed:

• Track, analyze, and evaluate portfolio-level KPIs, operational metrics, and department initiatives, providing 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, identifying 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, exercising independent judgment and accountability for outcomes.
• Responsible for ongoing updates and overall management of PowerDMS, policies, and procedures, ensuring documentation remains accurate, compliant, and aligned with department and company standards, including but not limited to policy rewrites.
• Manage and update Blue Moon lease templates in alignment with evolving legal requirements and company standards, coordinating with leadership and legal partners as appropriate.
• Support Marketing initiatives at the community level and assist with coordination and billing for marketing-related resources.
• Manage renter insurance claims and remediation matters for the portfolio.
• Design, coordinate, and continuously improve onboarding and integration processes for RPMD team members in collaboration with HR, IT, and department leadership.
• Maintain documentation related to projects, procedures, and operational changes to support training, consistency, and continuous improvement including synthesizing meeting materials, capturing executive-level meeting notes, with appropriate tracking, escalation, and follow up on action items.
• Responsible for setting up and managing both electronic and paper filing systems for all internal and external correspondence, along with all working files for the department.
• Review and process monthly expense reports and corporate credit card activity for RPMD leadership to ensure accuracy, policy compliance, and appropriate financial controls.
• Manage department calendars for RPMD leadership while planning, coordinating, and supporting monthly, quarterly, and annual meetings, trainings, and off-site events, exercising discretion, prioritization, and judgment to balance competing demands and ensure alignment with department objectives.
• Plan and coordinate team celebrations, milestone recognition, and department communications while tracking important dates, certifications, and team milestones to ensure timely acknowledgment, follow-through, and support for engagement and culture.
• Act as a primary liaison between RPMD and Accounting, HR, IT, Marketing, Maintenance, Corporate Services, and external vendors, representing RPMD interests and ensuring operational and strategic alignment.
• Support department-wide training initiatives and leadership development efforts
• Provide high-quality internal and external customer service while maintaining confidentiality and exercising sound judgment.
• Ongoing learning and training, including but not limited to AI trends, tools, and company-provided training.
• Perform other duties and special projects assigned.

Knowledge, Skill & Abilities/Prerequisites

• High School or General Education Development (GED) equivalent
• Minimum 3–5 years of progressively responsible administrative, operations, or analyst experience involving independent judgment, discretion, and complex problem-solving, preferably in property management, real estate, or a corporate environment.
• Ability to comprehend, apply, and comply with all state and fair housing laws, company policies, and business procedures.
• Excellent written and verbal communication skills, with a professional and customer-focused demeanor.
• Ability to perform the physical functions of the position, which may include, but are not limited to sitting, standing, bending, walking the property, including a minimum of two flights of stairs, to complete inspections, and deliver resident communications.
• Ability to evaluate opportunities to streamline workflows using AI, including identifying repetitive tasks suitable for automation.
• Ability to use AI to draft announcements, communication templates, tenant notices, and report summaries while maintaining accuracy and professional tone.
• Ability to critically review and verify AI-generated content for accuracy, confidentiality, compliance, and alignment with the Towbes Group standard.
• Strong proficiency in Microsoft Office 365, including Excel, Outlook, PowerPoint, and Word.
• Advanced working knowledge of Yardi or comparable property management software platforms.
• Strong organizational and time management skills, with attention to detail and the ability to prioritize multiple tasks.
• Capable of easily shifting between tasks with flexibility and adaptability.
• Meet or exceed operational goals on annual performance evaluations and resident surveys.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work independently and prioritize effectively in a challenging environment.
• Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty.
• Strong problem-solving skills.
• Provide high-quality customer service to the internal or external customer.
• Ability to put people first in all aspects of your position.
• Work with the intent of the betterment of our community.
• Ability to effectively comprehend and interpret policies and procedures in the work environment.
• Ability to collaborate effectively as a team member.
• Ability to exercise good judgment in making decisions.
• Ability to work under pressure and complete tasks within prescribed time frames.
• Ability to manage and develop personnel resources.
• Ability to disseminate information and guidelines clearly to others and check for understanding.
• Excellent interpersonal skills to communicate effectively with a wide range of employees and residents.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations. Ability to create and/or write reports, business correspondence, and/or procedural manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Mathematical Skills and Reasoning Ability

Ability to calculate figures and perform basic math functions. Ability to interpret various instructions furnished in written, oral, or schedule form.

Physical Demands and Work Environment

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, repetitive wrist movements, talk, hear, walk, and sit. The employee is occasionally required to stoop, kneel, or crouch. The employee may be required to stand for extended periods. The employee may occasionally lift, push, pull, carry, and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate.

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. The physical demands described here represent those that an employee must meet to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

What Towbes Offers

• Competitive wages! This a full-time, exempt, salary annualized pay range: $65,000.00 - $98,000.00
• A rewarding work environment
• Health Insurance: medical, dental, vision, life, and long-term disability
• 401k and liberal company match
• Paid vacation/sick time programs
• Local Coastal Housing Partnership benefits