ProperXPM

Chief of Staff

• **About the Role**
• We are seeking a highly capable, resourceful, and proactive Chief of Staff (Offshore) to directly support the CEO across multiple companies — both personally and professionally. This is a unique hybrid role that blends the precision and reliability of an Executive Assistant with the strategic thinking, judgment, and relationship-building strengths of a true Chief of Staff.
• You will become the CEO’s strategic partner, trusted point of contact, and operational anchor, ensuring time, priorities, and communication are managed with clarity and consistency. The ideal candidate is someone who thrives on solving problems, bringing order to complexity, and acting as the connective tissue across a fast-paced organization.
• **Key Responsibilities**
• - Own and manage the CEO’s calendar end-to-end across multiple companies.
• - Proactively identify, troubleshoot, and resolve double bookings and scheduling conflicts with sound judgment and clear communication.
• - Anticipate needs, prioritize obligations, and ensure the CEO is prepared for all meetings and commitments.
• - Serve as the gatekeeper for time, information, and inbound requests.
• - Act as a connector across teams — ensuring alignment, follow-through, and clarity on priorities.
• - Provide executive-level support for meetings, including agendas, preparation materials, and post-meeting actions.
• - Draft professional communications, memos, and updates on behalf of the CEO.
• - Maintain confidentiality and handle sensitive information with discretion.
• - Support workflows across the CEO’s portfolio of businesses, helping to streamline processes and improve communication.
• - Partner with leadership teams to ensure priorities are understood, tracked, and delivered on time.
• - Assist with light project management, follow-ups, and operational tasks to keep initiatives moving.
• - Serve as a primary point of contact for internal and external stakeholders when the CEO is unavailable.
• - Coordinate personal commitments, travel logistics, reservations, and household administrative needs as requested.
• - Keep the CEO’s world organized, structured, and free of administrative bottlenecks.

Chief of Staff to CEO

Operations

• Serve as the strategic link between Proper and its portfolio companies, ensuring operational alignment, consistent standards, and measurable outcomes.
• Lead the execution of key operational initiatives that drive scalability, efficiency, and consistency across all companies.
• Build and manage data-driven frameworks to measure and compare operational performance across properties and regions.
• Support newly acquired companies through onboarding, stabilization, and integration with Proper’s operating model.
• Partner with finance, technology, people operations, and asset management to drive cross-company initiatives and ensure end-to-end operational success.
• Leverage financial and operational data to identify performance trends, develop actionable insights, and guide portfolio leaders toward improvement.
• Oversee initiatives such as insurance optimization, ancillary revenue programs, technology implementation, and SOP development.
• Foster collaboration and accountability across regional and portfolio leadership teams, ensuring Proper’s operational vision is executed effectively.

Senior Vice President, Portfolio Operations

Manager

• Support oversight of a regional multifamily portfolio, ensuring properties meet or exceed financial and operational performance goals.
• Monitor property financials, operating statements, rent rolls, and budget-to-actual variance reports.
• Develop and maintain financial models and dashboards to forecast performance, assess ROI, and inform decision-making.
• Collaborate with property management teams to drive NOI growth through revenue optimization, expense control, and capital project execution.
• Conduct site visits, review leasing performance, and identify value-add opportunities to improve asset efficiency and profitability.
• Participate in monthly and quarterly performance reviews, presenting financial and operational insights to senior executives.
• Support underwriting and due diligence for acquisitions, assisting in integration and stabilization post-closing.
• Partner with accounting and finance teams on cash flow forecasting, capital planning, and lender reporting.
• Prepare investment summaries and contribute to investor reporting and portfolio updates.

Asset Manager – Multifamily Real Estate

Human Resources

• Workable ownership (enterprise + PortCos) Standardize pipelines/stages/tags/custom fields/automations; govern access/permissions; maintain job descriptions, outreach, and offer templates; weekly ATS hygiene (clean up, disposition, archive, retention).
• Assessment platform: Criteria Implement and maintain Criteria + Workable integration; define role-based assessment blueprints, cutoffs, retake rules, and best practices; track completion and score-to-hire outcomes; train hiring teams.
• Reporting & record-keeping Own source-to-hire funnel, aging/SLA dashboards, offer metrics, and audit trails; deliver weekly operational dashboards and a monthly executive recruiting pack for Proper + PortCos.
• Scheduling support Coordinate interviews (screens/panels), confirmations/reschedules, and conferencing logistics as needed.
• Vendor management & billing Manage Indeed/Upwork/Criteria spend; handle cost allocations by PortCo/cost center; reconcile invoices and surface ROI by channel.
• Onboarding & offboarding Run standardized checklists; coordinate provisioning/deprovisioning, equipment, and documentation; partner with HRIS/PEO/Payroll/IT; maintain auditable records and closeout tasks.
• Service offerings & organization Co-create and maintain an HR/Recruiting service catalog with SLAs and intake routing; manage a lightweight request tracker (e.g., Asana); publish monthly utilization & impact.
• PortCo enablement Provide office hours, trainings, and on-demand support on Workable, Criteria, and reporting; maintain a shared FAQ/micro-SOP library; flag patterns and propose fixes.
• Compliance & consistency Maintain centralized SOPs/templates and a clear change-log across tools and PortCos.

Offshore HR Operations, ATS Administrator

Marketing

• Manage and update the corporate website to ensure accuracy, functionality, and brand consistency.
• Oversee SEO strategy and keyword optimization to improve search visibility and organic performance.
• Utilize Google Analytics and related tools to monitor web traffic, user behavior, and campaign results.
• Manage and optimize paid digital campaigns, including LinkedIn, Instagram, and re-targeting ads, to maximize engagement and ROI.
• Develop and maintain campaign calendars, dashboards, and KPIs to ensure execution discipline and performance transparency.
• Support email marketing campaigns and automated digital engagement strategies.
• Collaborate with HR to enhance employer branding and internal communications.
• Manage external vendors, freelancers, and digital partners to ensure timely and high-quality deliverables.
• Execute and monitor LinkedIn advertising campaigns to drive awareness and pipeline growth.
• Distribute and track press releases to optimize visibility and reach.
• Support the creation and maintenance of sales enablement collateral and marketing toolkits.
• Partner with the M&A and business development teams on targeted outreach campaigns to sellers and industry influencers.
• Analyze competitive activity and market trends to inform Proper’s positioning and go-to-market strategies.

Marketing Associate

Vice President

• Serve as Proper’s strategic advisor to portfolio companies, partnering with leadership teams to diagnose operations, align priorities, and translate Proper’s platform playbook into measurable results.
• Participate in M&A lifecycle activities: diligence to assess operational readiness and risk, shape integration thesis, and own onboarding and stabilization of newly acquired companies.
• Operate hands-on within a lean team: execute initiatives with limited delegation, balancing strategic vision with tactical delivery.
• Lead property operations initiatives across the platform: identify gaps, inefficiencies, and opportunities for improvement.
• Drive strategic initiatives such as property insurance program, ancillary revenue strategies, and SOP development; lead the cross-company SOP department and partner with third-party vendors.
• Serve as primary liaison with portfolio companies to ensure smooth integrations and ongoing alignment with Proper’s standards.
• Build strong relationships with leaders across portfolio companies and adapt communication to different audiences.
• Develop and track KPIs to assess operational health, integration progress, and strategic outcomes.
• Collaborate cross-functionally with finance, accounting, technology, and people teams to provide comprehensive portfolio support.

Vice President, Portfolio Integration and Management

Controller

• About ProperXPM: ProperXPM is pioneering a new standard in multifamily operations with a tech-forward, experiential approach.
• Private equity-backed property management consolidation platform modernizing property management by consolidating firms, optimizing operations, and leveraging technology.
• Role: Senior Financial Controller overseeing accounting and financial reporting functions for the multifamily real estate portfolio.
• Ensure financial integrity, implement best practices in financial controls, and provide strategic insights to support business objectives.
• Oversee financial reporting, accounting, and consolidation of portfolio companies for corporate reporting.
• Ensure compliance with GAAP, tax regulations, and real estate financial standards.
• Manage month-end and year-end closing processes, reconciliations, and financial statement preparation for portfolio company consolidation.
• Develop and implement internal controls to safeguard assets and ensure accurate financial reporting.
• Collaborate with asset management and operations teams to provide financial insights and analysis.
• Lead cash flow management, forecasting, and treasury functions.
• Oversee owner reporting, financial modeling, and performance analysis.
• Manage relationships with external auditors, tax advisors, and financial institutions.
• Implement and enhance accounting software and technology solutions to improve efficiency.
• Manage accounting and reporting relationships with portfolio companies and A/P & Brex expense management for parent company.