Property Management Coordinator

Coldwell Banker Premier•Rehoboth Beach, DE

11h•$40,000 - $45,000

About The Position

The Property Management Coordinator supports the day-to-day administration operations of a long-term rental portfolio, with a primary focus on the Quad States region. This role is responsible for tenant communication, lease administration, reporting, inspections, and coordination with maintenance and leadership. This position also includes local field responsibilities such as inspections, putting lockboxes on vacant homes, place signage, and basic property photos. It will also support other company locations with administrative and system-based tasks. This role helps ensure consistent excellent customer service, accurate documentation, and timely follow-up across all managed properties.

Requirements

Property management or related experience preferred
Comfortable working in AppFolio or similar property management software
Willingness and ability to travel locally for inspections and field tasks
Strong organizational skills and follow-through
Clear communication and sound professional judgment
Ability to manage multiple deadlines and priorities

Responsibilities

Tenant Support & Communication
Serve as the primary point of contact for tenant inquiries and requests
Respond to tenant issues in a timely and professional manner
Generate and send tenant notices (late rent, lease violations, reminders, etc.)
Document all tenant communication in AppFolio
Rent Tracking & Delinquency
Review delinquency reports on a regular cadence
Send required notices, including 5-day pay-or-quit notices
Track deadlines and compliance requirements
Gather and prepare documentation for attorney or court filings when needed
Escalate owner-impact or legal-risk items to the assigned Property Manager / BD & Owner Relations representative
Lease Administration & Renewals
Prepare and process new leases and lease renewals
Track lease expirations and renewal timelines
Ensure all executed documents are properly uploaded and stored
Coordinate renewal execution, with pricing and strategy determined by leadership
Vacancy & Portfolio Reporting
Monitor vacancy reports and upcoming availability
Ensure rental listings are updated and accurate
Flag prolonged vacancies or concerning trends for review
Assist with listing coordination as needed
Help with Maintenance Coordination
Coordinate with the Maintenance Coordinator on active work orders
Review weekly maintenance and work order reports
Ensure tenant maintenance requests are properly logged, tracked, and followed up
Escalate unresolved or emergency maintenance issues as appropriate
Maintain clear documentation of maintenance activity in AppFolio
Vendor & Inspection Coordination
Assist with vendor communication, estimates, and job tracking
Schedule and conduct property inspections as assigned
Prepare inspection checklists and document findings
Create and track work orders resulting from inspections
Follow up on corrective actions to completion
Marketing & Leasing Support
Assist with posting and maintaining rental listings
Respond to tenant rental inquiries and leasing leads
Add and track leads in the CRM
Coordinate and perform field tasks, including:
Installing and removing signage
Installing and removing lockboxes
Taking basic property photos as needed
Coordinate with leadership on listing materials and updates
Systems, Reporting & Documentation
Maintain accurate and complete tenant and owner records in AppFolio
Upload and organize all required documentation
Regularly review and monitor:
Delinquency reports
Lease expiration reports
Vacancy reports
Provide regular updates and flag issues to the Senior Property Manager
Collaboration & Escalation
Work closely with:
Property Managers
Maintenance Coordinator
Accounting and leadership as needed
Escalate issues involving:
Legal or compliance risk
Owner dissatisfaction
Repeated tenant issues
Emergency maintenance situations