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Company Description
BlackOak Management Group is a value-add investment team specializing in single-family, multifamily, and retail real estate assets. The organization focuses on identifying underperforming properties and implementing strategies to improve operations, increase cash flow, and enhance long-term value. BlackOak emphasizes disciplined underwriting, hands-on asset management, and strong stakeholder relationships. Team members collaborate closely to optimize property performance and deliver consistent returns for investors.
Fractional Director of Operations – Multifamily Property Management
BlackOak Management Group
Location:
Remote – U.S. Based Preferred
Hours:
15–20 hours per week initially
Compensation:
$3,000–$4,000 per month, depending on experience
Type:
Fractional / Contract / Long-Term
BlackOak Management Group is a growing multifamily property management and investment company overseeing 400+ residential units across Kentucky and Indiana.
We are looking for an experienced Fractional Director of Operations to take ownership of the day-to-day operations of the company and help build a management structure that can operate effectively without constant owner involvement.
This is not a consulting position where you simply provide recommendations.
We are looking for an operator.
The successful candidate will work directly with the owner and oversee a team of approximately three office employees and three maintenance employees. The primary objective is to create accountability, establish repeatable systems, improve operational performance, and ultimately allow the owner to step away from the day-to-day management of the business.
The owner is currently heavily involved in the daily operation of the company.
We need someone who can step into that role and become the operational leader of the organization.
Your job will be to make sure the team knows:
- What needs to be done
- Who is responsible
- When it needs to be completed
- How performance is measured
- What happens when something isn’t getting done
You will not be expected to personally perform leasing, maintenance, bookkeeping, or administrative work.
Instead, you will manage the people and systems responsible for those functions.
The goal is simple:
The owner should be able to step away from the day-to-day operation and know that the business is being managed properly.
Key Responsibilities
- Lead Day-to-Day Operations
- Take ownership of the company’s daily operational activities
- Serve as the primary operational leader between the owner and staff
- Coordinate the office and maintenance teams
- Identify operational problems before they reach the owner
- Establish priorities and make sure they are executed
- Resolve routine operational issues without unnecessary owner involvement
- Escalate only issues that genuinely require ownership-level decisions
- Manage and Hold Staff Accountable
- Weekly staff meetings
- Individual accountability
- Assigning responsibilities
- Establishing deadlines
- Reviewing performance
- Following up on incomplete work
- Coaching employees
- Identifying performance problems
- Recommending staffing changes when necessary
- Creating a culture of accountability
- Establish and Manage KPIs
- Occupancy
- Available units
- Days vacant
- Applications
- Conversion rates
- Leasing velocity
- Renewal rates
- Delinquency
- Collections percentage
- Outstanding balances
- Eviction activity
- Open work orders
- Average completion time
- Turnaround time
- Work orders per property
- Maintenance cost per unit
- Vendor performance
- Staff productivity
- Resident complaints
- Outstanding tasks
- Unit turns
- Vendor issues
- Overall property performance
- AppFolio Oversight
- Workflow accountability
- Task management
- Leasing processes
- Maintenance workflows
- Resident communication
- Delinquency processes
- Reporting
- KPI tracking
- Data accuracy
- Maintenance Operations
- Work orders are assigned promptly
- Residents receive appropriate communication
- Work orders are completed within established standards
- Emergency issues are escalated appropriately
- Unit turns are completed efficiently
- Preventive maintenance is addressed
- Vendors are properly managed
- Maintenance costs remain controlled
- Leasing & Occupancy
- Occupancy
- Leasing velocity
- Lead response
- Showing activity
- Application conversion
- Unit readiness
- Pricing execution
- Renewals
- SOPs & Systems
- Leasing
- Renewals
- Delinquency
- Maintenance
- Unit turns
- Move-ins
- Move-outs
- Resident communication
- Vendor management
- Property inspections
- Staff accountability
- Escalation procedures
- Weekly Operating Rhythm
- KPI review
- Vacancies
- Delinquency
- Maintenance
- Turns
- Staffing
- Problems requiring attention
- Priorities for the coming week
- What happened
- What is off track
- What is being done
- What decisions require owner input
Directly oversee approximately six employees across office and maintenance functions.
Responsibilities include:
We are looking for someone who is comfortable saying:
“This needs to be done by Friday, and I’m going to follow up on Friday.”
Develop and maintain a simple operational scorecard.
Key metrics may include:
Leasing
Collections
Maintenance
Operations
The Director of Operations will review these metrics regularly and take action when performance falls below expectations.
BlackOak uses AppFolio as its primary property management platform.
You will be responsible for ensuring that the team is properly using AppFolio and following established processes.
This includes:
AppFolio experience is strongly preferred.
Work closely with the maintenance team to ensure:
The Director will not be expected to perform maintenance work.
The responsibility is to manage the maintenance operation.
Work with the leasing team to improve:
The Director should be able to look at the portfolio and quickly identify:
“We have a problem at this property, here’s why, and here’s what we’re doing about it.”
Create, improve and enforce standard operating procedures for the company.
Examples include:
The goal is to make the company less dependent on individual employees and the owner.
Establish a consistent management cadence.
This should include:
Weekly Operations Meeting
Weekly Owner Report
A concise report showing:
The owner should not need to ask:
“What’s going on?”
The Director should already know.
What Success Looks Like
The first 90 days are extremely important.
First 30 Days
- Learn the portfolio
- Learn the team
- Learn AppFolio
- Understand existing SOPs
- Identify operational weaknesses
- Establish baseline KPIs
- Begin weekly operating meetings
- Create accountability structure
Days 31–60
- Take increasing ownership of daily operations
- Implement KPI scorecard
- Improve staff accountability
- Establish consistent workflows
- Reduce owner involvement
- Begin improving problem areas
Days 61–90
The Director should be operating as the primary day-to-day leader of the company.
The owner should no longer be the person employees routinely go to for operational questions.
The goal is for the owner to primarily focus on:
- Acquisitions
- Financing
- Capital allocation
- Strategy
- Growth
- Major decisions
rather than:
- Tenant problems
- Work orders
- Employee questions
- Leasing issues
- Daily staff management
- Vendor problems
- Routine operational decisions
Ideal Candidate
We are looking for an experienced operator who has previously managed multifamily or property management operations.
Strong candidates will have:
- 5+ years of property management or multifamily operations experience
- Experience managing people
- Experience managing multiple properties
- Experience overseeing 300+ units preferred
- Experience with AppFolio strongly preferred
- Strong understanding of leasing, maintenance and resident operations
- Strong organizational skills
- Excellent communication
- Strong follow-through
- Ability to manage remotely
- Ability to hold employees accountable
- Ability to make decisions independently
- Strong financial and operational understanding
Particularly valuable backgrounds include:
- Regional Property Manager
- Regional Operations Manager
- Director of Operations
- Director of Property Management
- Senior Property Manager
- VP of Operations
- Multifamily COO
- Former property management company owner/operator
What We Are NOT Looking For
This is important.
We are not looking for:
- A generic business coach
- Someone who only provides recommendations
- Someone who needs the owner to make every decision
- A traditional property manager who wants to personally handle every property issue
- Someone who requires constant supervision
- Someone who is uncomfortable holding employees accountable
We need someone who can own the operation.
Working Relationship
This position will work directly with the owner.
The initial commitment will be approximately 10–15 hours per week, with the potential to increase over time as the company grows.
The position is intended to be a long-term relationship, not a short-term consulting project.
Remote work is acceptable.
Occasional travel to Louisville, Kentucky may be beneficial but is not required.
Compensation
$3,000–$4,000 per month for 15-20 hours per week; will be more once fully integrated, depending on experience and level of responsibility.
We are open to structuring additional performance incentives based on measurable operational improvements.
How to Apply
Please provide:
- Your resume or LinkedIn profile
- A brief description of your multifamily/property management experience
- The largest number of units you have directly managed or overseen
- Your experience managing employees
- Your experience with AppFolio or other property management software
- Your availability per week
- Your expected monthly compensation
A brief answer to the following question:
“If you took over operations of a 400-unit multifamily portfolio tomorrow, what would you do during your first 30 days?”
We are looking for someone who can take ownership, create accountability, and get the owner out of the day-to-day operation of the business.
