Real Estate Operations Coordinator

Job Title: Real Estate Operations Coordinator
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for leasing cycles, rent collection dates, and maintenance requests)

About the Role:
Our client is seeking a Real Estate Operations Coordinator to support the daily operations of property portfolios. This role is critical for keeping tenant communications, leasing, maintenance, and reporting organized and compliant. The Operations Coordinator ensures that all property-related processes run smoothly, tenant issues are addressed quickly, and owners receive accurate financial and operational updates.

Responsibilities:

Tenant Communication:

• Respond to daily tenant inquiries (rent, lease terms, maintenance).
• Track and log all communications in property management software.
• Send reminders for rent due dates, renewals, or compliance notices.

Leasing & Documentation:

• Draft, review, and process new lease agreements and renewals via DocuSign or Dotloop.
• Maintain complete, compliant tenant files (applications, identification, agreements, inspection reports).
• Support property marketing by posting and updating listings on Zillow, Apartments.com, and MLS feeds.

Property Management Software:

• Update and maintain records in systems such as Yardi, AppFolio, or Buildium.
• Track rent collections, delinquencies, and late fees.
• Generate and reconcile reports (rent rolls, delinquency reports, occupancy trackers).

Maintenance Coordination:

• Create and assign work orders to vendors.
• Track open tickets, confirm completion, and log tenant satisfaction.
• Verify vendor invoices against work orders for accuracy.

Owner Reporting:

• Prepare monthly owner statements, cash flow reports, and occupancy summaries.
• Provide weekly updates on vacancies, rent collection status, and outstanding maintenance.

Compliance & Quality:

• Ensure all leases, notices, and tenant files comply with local/state landlord-tenant laws and Fair Housing regulations.
• Maintain audit-ready property documentation.

What Makes You a Perfect Fit:

• Excellent communicator with tenants, vendors, and property owners.
• Organized multitasker who thrives in high-volume environments.
• Problem-solver who balances empathy for tenants with protecting owner interests.
• Detail-oriented, ensuring all records are accurate and compliant.

Required Experience & Skills (Minimum):

• 2+ years in real estate operations, leasing, or property management support.
• Proficiency in property management software (Yardi, AppFolio, Buildium, or equivalent).
• Strong Microsoft Office/Google Workspace skills.
• Familiarity with landlord-tenant laws and lease documentation.

Ideal Experience & Skills:

• Managed portfolios of 100+ units.
• Multi-state compliance experience.
• Exposure to property accounting workflows (owner statements, security deposits, trust accounts).
• Industry experience in residential, commercial, or mixed-use property management.

What Does a Typical Day Look Like?
A Real Estate Operations Coordinator’s day revolves around ensuring tenants, vendors, and owners are supported and all property processes run smoothly. You will:

• Monitor tenant communications and resolve questions about rent, leases, or policies.
• Process leases and renewals, ensuring documentation is complete and compliant.
• Update property management systems with rent payments, delinquencies, and occupancy status.
• Coordinate maintenance requests, tracking tickets from creation through completion.
• Prepare reports and statements for owners, ensuring accuracy and timeliness.
• Stay compliant by ensuring all files, notices, and tenant interactions align with legal and Fair Housing standards.

In essence: you act as the operational hub for property management, ensuring tenants are heard, owners are informed, and portfolios stay compliant and profitable.

Key Metrics for Success (KPIs):

• Rent collection percentage (target ≥ 95%).
• Vacancy fill time (days-to-lease within industry benchmarks).
• Maintenance resolution times within SLA.
• 100% compliance with tenant documentation requirements.
• Owner satisfaction with reporting accuracy and timeliness.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., generate a sample owner statement or process a lease renewal in AppFolio)
• Client Interview
• Offer & Background Verification