Business Systems Integrator / Operations Automation Consultant (Real Estate Portfolio)

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

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