Portfolio Operations Coordinator (Real Estate & Property Management) A323

Industry

Real Estate Operations

Work Arrangement

Fully Remote (with required overlap during Eastern Time business hours)

Job Type

Full-time

Work Schedule

Monday–Friday

Primary overlap with Eastern Time (New York) business hours (approx. 9:00 AM – 5:00 PM ET)

Availability on Slack and responsiveness outside core hours may be required during peak periods

Locations:

Anywhere Remote (Global - must be able to work Eastern Time hours)

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?

At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

About the Company

Our client is a fast-growing enterprise AI company serving large European organizations with complex, high-stakes sales cycles. They prioritize precision, professionalism, and operational excellence while driving high-value outcomes.

Role Overview

The Portfolio Operations Coordinator serves as the central operational hub supporting a multi-property residential portfolio. This role exists to ensure that critical workflows—ranging from lease administration to compliance tracking—are executed accurately, efficiently, and proactively.

You will work closely with leadership, property managers, vendors, and legal partners to coordinate operations across multiple properties. The role is highly execution-focused, requiring strong organization, attention to detail, and the ability to manage multiple concurrent workflows independently.

This is a high-trust position for someone who thrives in fast-paced environments, takes initiative without prompting, and consistently ensures that nothing falls through the cracks..

Your Impact

You will play a critical role in maintaining operational excellence across the property portfolio by ensuring accuracy, consistency, and proactive follow-through.

Your work will directly contribute to improved collections processes, timely legal coordination, and zero-miss compliance tracking. You will streamline workflows that reduce leadership oversight needs and improve communication across internal and external stakeholders.

By maintaining clean data, organized reporting, and reliable coordination, you will help drive efficiency, protect revenue, and support a high standard of property operations.

Core Responsibilities

Delinquency Management & Collections Coordination – 25%

• Follow up on delinquent accounts and initiate outreach starting mid-month
• Send notices and coordinate communication for overdue balances
• Schedule and conduct payment plan discussions with residents
• Maintain accurate delinquency tracking reports across properties
• Escalate accounts to collections with complete and organized documentation

Legal Liaison & Compliance Tracking – 20%

• Coordinate with external legal counsel on tenant-related matters
• Track legal timelines, filings, and notice requirements
• Manage documentation and ensure completeness of legal records
• Facilitate signatures and approvals to move legal processes forward
• Proactively update leadership on legal status and next steps

Licensing, Permits & Regulatory Filings – 15%

• Track all licenses and permits across the property portfolio
• Manage renewal calendars and ensure timely submissions
• Confirm completion and distribute updated documentation internally
• Monitor regulatory requirements and flag upcoming deadlines

Vendor Management & Special Projects – 20%

• Source and coordinate vendor bids for service contracts
• Onboard vendors by collecting documentation and coordinating with internal teams
• Prepare comparison reports to support leadership decisions
• Support special projects and operational initiatives as needed
• Research and engage vendors within service areas

Lease Administration, Site Team Support & Operations – 20%

• Prepare and send lease documents, ensuring accuracy before release
• Support on-site property managers with operational needs
• Handle tenant escalations and route issues appropriately
• Coordinate procurement for supplies and uniforms
• Maintain accurate internal systems and operational databases

Requirements:
Must-Haves (Required)

• 3+ years of experience in operations, administrative coordination, or property management support
• Exceptional attention to detail with a strong track record of accuracy
• Highly proactive, self-starter mindset with the ability to manage tasks independently
• Strong organizational skills and ability to manage multiple workflows simultaneously
• Professional-level English communication (written and verbal)
• Ability to handle confidential information with discretion
• Reliable and responsive work style, including availability during high-demand periods

Nice-to-Haves (Preferred)

• Experience in real estate, property management, or similar operational environments
• Familiarity with property management systems such as Yardi, OneSite, Entrata, or Appfolio
• Experience supporting multi-location or multi-stakeholder operations
• Strong spreadsheet skills for tracking and reporting

Tools Proficiency

Must-Haves (Required)

• Google Workspace (Docs, Sheets, Gmail)
• Slack
• VoIP or phone systems

Nice-to-Haves (Preferred)

• Yardi
• OneSite
• Entrata
• Appfolio
• DocuSign
• Asana or equivalent task management tools

Benefits:
• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

• Application
• Screening
• Skills Assessment
• Top-grading Interview
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.