Property Preservation Specialist

Job Summary:   

The Property Preservation Specialist manages a nationwide portfolio of vacant and abandoned residential and small commercial properties. This role includes reviewing field work for quality and compliance, coordinating with vendors, ensuring timely updates to systems, and submitting accurate documentation and billing. The ideal candidate should be detail-oriented, thrives in a fast-paced environment, and is committed to continuous improvement and outstanding service.

Job Duties Include:

• Serve as portfolio manager for pre-sale (default), REO, or FHA conveyance properties across various states.
• Review and approve vendor bids using cost estimators to validate pricing fairness.
• Analyze monthly inspections for code violations, damages, or preservation needs.
• Manage property maintenance tasks including initial secures, recurring services, and emergency work.
• Act with urgency to resolve code violations and negotiate with municipalities when required.
• Review completed work for quality and compliance; upload final documentation and invoices.
• Manage vendor performance, follow up on incomplete work, and resolve discrepancies.
• Provide timely status updates, especially on delayed or escalated work orders.
• Initiate and assign new work orders, ensuring systems reflect current property status.
• Follow proper data entry procedures and maintain naming conventions across platforms.
• Contribute to client scorecard performance through efficiency and service excellence.
• Maintain confidentiality of all internal and client data.
• Work with Senior Leadership & client base on KPI’s and overall strategy on how to continually improve on performance metrics.
• Timely respond to clients and internal teams verbally and/or written, in compliance with client Master Service Agreements & ZVN’s policies and procedures.
• Strategize on how best to increase bid approval rates.
• Work closely with cross-functional teams, such as Accounting, Vendor Management, Sales and Marketing, to ensure seamless customer experience and swift resolution of any customer concerns.
• Manage bids by utilizing the bid data provided by ZVN’s vendor partners, to prepare a detailed cost analysis by leveraging ZVN’s cost estimating tools to analyze and predict labor, material and other costs to determine the cost of a project or service.
• Utilize ZVN’s Operations Main System of Record, as well as the Client’s invoicing system, to submit accurate client invoices, per the Client’s service level agreement.
• Periodically review completed work orders for quality and validate work was done to ZVN, client and industry standards.  Close out completed work that meets quality standards and upload invoices and supporting documentation to client systems.
• Assist with vendor follow up on late jobs. This may require calling and/or emailing the vendor partner for the latest status update.
• Ensure work is completed per Service Level Expectations and invoicing is completed timely and accurately per ZVN and client directives.
• Maintains all ZVN and client data with the utmost of confidentiality.
• Contributes to the ZVN Team’s success by constantly focusing on meeting or exceeding each client’s scorecard for the month.
• Enthusiastically support innovation by testing software, processes and organizational changes and providing feedback.
• Collaborate in team meetings, and let your voice be heard, as we work together to streamline operations and gain efficiencies.

Skills/Qualifications:

• Qualification in any Business field of study
• Excellent organizational and time management skills
• Strong verbal and written communication (grammar and spelling required)
• Professional and effective customer service and phone/email etiquette
• Positive, can-do attitude, with a commitment to excellence and achieving goals
• Technologically proficient, with experience using Microsoft Excel, Word, and CRM platforms
• Ability to interpret and manage property data, bids, and inspection reports
• Proactive, results-driven, and committed to continuous improvement
• Independent worker who thrives in a fast-paced, dynamic environment
• Ability to manage multiple tasks and adapt to shifting priorities
• Experience in property preservation, REO, FHA conveyance, or vendor management is preferred