We are a privately owned commercial real estate investment and management company with a portfolio of shopping centers and retail properties. The company operates with a lean internal team and has grown successfully over time using spreadsheets, accounting software, and internal processes.
We are seeking a Business Systems Integrator or Operations Automation Consultant to analyze our current workflows and implement a more streamlined operating system across leasing, property operations, and financial oversight.
This role is focused on workflow design and implementation, not IT support.
Primary Objective
Design and implement a simple, scalable operating system that reduces administrative workload, centralizes information, and improves operational clarity for ownership and staff.
The ideal outcome is a portfolio management environment where leasing, financial oversight, and property operations are organized through a centralized dashboard and automated workflows.
Key Responsibilities
• Review and document current workflows related to leasing, tenant management, rent collection, and property operations
• Consolidate multiple spreadsheets and manual processes into a centralized operational dashboard
• Implement workflow systems for leasing pipelines, tenant tracking, lease expirations, and operational tasks
• Automate document generation where appropriate (leases, amendments, notices)
• Improve visibility of financial information across multiple entities
• Design maintenance and operational task tracking workflows
• Implement simple document organization and storage structure for leases and property files
• Train internal staff on new systems and ensure long-term usability
Areas of Focus
The consultant will focus on building systems around the following operational areas:
• Leasing pipeline and tenant tracking
• Lease and amendment preparation workflow
• Rent monitoring and delinquency tracking
• Maintenance request tracking
• Property-level operational visibility
• Financial overview across multiple property entities
Existing tools such as Yardi and QuickBooks will remain in place for accounting.
Ideal Candidate Profile
• Experience implementing operational systems for real estate investment or property management firms
• Strong background in workflow design and business process improvement
• Experience with modern collaboration and automation platforms (Airtable, Notion, Monday.com, etc.)
• Ability to simplify operations rather than introduce unnecessary complexity
• Strong communication skills and ability to work with non-technical business owners
Project Scope
The consultant will:
1. Analyze current workflows and identify inefficiencies
2. Design an improved operational structure
3. Implement core systems and workflows
4. Train staff and document processes
Estimated project timeline: 60–120 days
Compensation
Compensation will be structured as a fixed project fee or milestone-based consulting agreement, depending on experience and scope.
How to Apply
Please include:
• Description of similar operational system implementations
• Examples of workflow automation projects
• Relevant experience working with real estate operators or investment firms