About The Position
The Property Management Coordinator will take over day-to-day operations for a US-based property management business overseeing single-family and multifamily residential rental properties on behalf of property owners. The role covers tenant communication, leasing and lease administration, maintenance coordination, light bookkeeping, records management, and owner updates. The coordinator is expected to learn the client’s systems, properties, tenants, and vendors during the first 30 days, then handle requests quickly and independently while escalating emergencies and decisions that require the property manager or owner. The position is remote and requires 40 hours per week, Monday through Friday, from 9:00 AM to 5:00 PM Eastern Time. Compensation is $7 per hour. The worker must provide their own computer and internet connection, along with a quiet, dedicated home workspace and the specified equipment and backup arrangements. No benefits package is included.
Requirements
- Prior experience in property management, leasing, or real estate administrative support.
- Hands-on experience with at least one property management platform, such as AppFolio, Buildium, Rent Manager, Yardi, or TenantCloud.
- Working knowledge of QuickBooks Online or Xero and basic bookkeeping, including payments, invoices, receipts, and reconciliation.
- Understanding of leases, including renewals, deposits, late fees, and notices.
- Advanced or fluent English (C1 or higher), spoken and written, with a clear, professional phone presence.
- Strong organization and attention to detail, particularly with numbers and dates.
- Calm, polite communication with upset tenants and clear, professional calls, emails, and notices.
- Ability to follow up independently, prioritize concurrent urgent requests, and use good judgment about when to escalate.
- Ability to handle confidential tenant and financial information responsibly and learn new systems quickly.
- Reliable internet connection of at least 40 Mbps and a quiet, dedicated workspace at home.
- Provide own computer with at least 8 GB RAM and an Intel Core i5 or AMD Ryzen 5 processor or better.
- Provide a noise-canceling headset with an extended microphone and a webcam, plus a backup computer and internet connection.
Nice To Haves
- Experience supporting US landlords or property managers.
- Experience with both single-family and multifamily properties.
- Working knowledge of tenant screening and US fair housing basics.
- Familiarity with Google Workspace or Microsoft 365, especially spreadsheets and shared drives.
- Familiarity with e-signature tools such as DocuSign or Dropbox Sign.
- Familiarity with phone systems such as RingCentral, OpenPhone, or Google Voice.
- Awareness that landlord-tenant rules vary by state.
Responsibilities
- Answer tenant calls, emails, and texts within set response times; log maintenance requests and confirm receipt to tenants.
- Send rent reminders and late notices, provide move-in and move-out instructions, and distribute building notices about inspections, utility shutoffs, pest control, and repairs.
- Escalate emergencies to the property manager immediately.
- Post vacancy listings on Zillow, Apartments.com, Facebook Marketplace, and similar platforms; respond to prospects and schedule showings.
- Send rental applications and track their completion; coordinate background, credit, and income checks through the screening platform.
- Prepare lease agreements from approved templates for review, send them for e-signature, and follow up until signed.
- Track lease dates and renewal deadlines, send renewal offers 60 to 90 days before expiration, and maintain lease trackers with rent amounts, deposits, and key terms.
- Prepare move-in and move-out inspection checklists.
- Create work orders, assign vendors, request and compare quotes, schedule repairs, confirm tenant access, and follow up until work is closed and tenants confirm resolution.
- Maintain vendor records, including contacts, rates, insurance, and license expiration dates; schedule preventive maintenance.
- Record rent payments, track late fees and outstanding balances, enter vendor invoices and bills, upload and categorize receipts, and reconcile bank and credit card transactions monthly.
- Track security deposits, prepare deposit return calculations, and produce simple monthly property reports showing income, expenses, and net.
- Collect vendor W-9s and maintain records for 1099s; flag unusual charges and missing payments to the owner.
- Organize tenant, lease, and property files in a shared drive; track insurance policies, permits, and property tax due dates.
- Manage the property manager’s calendar for showings, inspections, and vendor visits; update tenant and unit databases after changes.
- Prepare weekly status summaries covering vacancies, open work orders, overdue rent, and upcoming renewals.
- Send monthly owner statements, obtain owner approval for repairs above the set dollar limit, and answer basic owner questions about their property.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
