Real Estate Operations Coordinator (Property Management, Leasing & Tenant Coordination) – Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required for leasing cycles, rent collections, and maintenance coordination)
About the Role
At Pavago, one of our clients is hiring a Real Estate Operations Coordinator to support the day-to-day operations of residential and commercial property portfolios.
This is a fast-moving, operations-focused role where you’ll help keep:
- Tenant communication organized
- Leasing processes compliant
- Maintenance workflows running smoothly
- Property records accurate and up to date
You will act as the operational hub between:
- Tenants
- Property owners
- Vendors
- Internal property management teams
If you are:
- Highly organized
- Detail-oriented
- Strong with tenant communication and coordination
- Experienced with property management systems
This role is a strong fit.
What You’ll Own
Tenant Communication & Support
- Respond to tenant inquiries related to:
- Rent payments
- Lease terms
- Maintenance requests
- Property policies
- Track and log all communication within:
- Yardi
- AppFolio
- Buildium
- Similar property management systems
- Send reminders for:
- Rent due dates
- Lease renewals
- Compliance notices
Leasing & Documentation
- Process:
- Lease agreements
- Renewals
- Tenant onboarding documentation
- Maintain organized and compliant tenant files including:
- Applications
- Identification
- Inspection reports
- Signed agreements
- Support property marketing through:
- Zillow
- Apartments.com
- MLS listings
Property Management Systems
- Maintain accurate records across property management platforms
- Track:
- Rent collections
- Delinquencies
- Occupancy updates
- Late fees
- Generate operational reports including:
- Rent rolls
- Occupancy reports
- Delinquency tracking
Maintenance Coordination
- Create and assign vendor work orders
- Track maintenance tickets from creation through completion
- Follow up with tenants and vendors to ensure timely resolution
- Verify vendor invoices against completed work orders
Owner Reporting & Operational Support
- Prepare:
- Owner statements
- Cash flow summaries
- Vacancy and occupancy reports
- Provide updates on:
- Rent collection status
- Maintenance progress
- Vacancies and leasing activity
- Ensure reporting is accurate and delivered on time
Compliance & Quality Control
- Ensure all documentation complies with:
- Landlord-tenant regulations
- Fair Housing standards
- Internal operational procedures
- Maintain audit-ready records and organized documentation systems
What Success Looks Like
- Tenant inquiries are handled quickly and professionally
- Leasing documentation is accurate and compliant
- Maintenance issues are tracked and resolved efficiently
- Property records remain clean and organized
- Owners receive timely, accurate operational reporting
What Makes You a Strong Fit
- Strong communicator with tenants, vendors, and property owners
- Highly organized and capable of managing multiple workflows simultaneously
- Detail-oriented with strong follow-through
- Comfortable working in fast-paced property management environments
- Solutions-focused with strong operational judgment
Requirements (Must-Have)
Experience
- 2+ years of experience in:
- Property management
- Leasing coordination
- Real estate operations
- Property administration
Core Skills
- Hands-on experience with:
- Yardi
- AppFolio
- Buildium
- Similar property management platforms
- Strong Microsoft Office / Google Workspace skills
- Familiarity with:
- Lease documentation
- Tenant communication workflows
- Rent collection tracking
- Strong written and verbal English communication
- Ability to stay organized in high-volume operational environments
Nice to Have
- Experience managing portfolios of 100+ units
- Multi-state property management exposure
- Familiarity with:
- Owner statements
- Trust accounting
- Security deposit workflows
- Experience in:
- Residential property management
- Commercial real estate
- Mixed-use portfolios
What a Typical Day Looks Like
- Respond to tenant inquiries and maintenance requests
- Process leases, renewals, and compliance documentation
- Update rent payments and occupancy records in property systems
- Coordinate with vendors and track maintenance tickets
- Prepare operational and owner reporting
- Ensure records remain organized and audit-ready
In short:
You keep property operations organized, responsive, compliant, and running smoothly across tenants, vendors, and ownership groups.
Key Metrics (KPIs)
- Rent collection percentage
- Vacancy fill time
- Maintenance resolution turnaround
- Accuracy of tenant and lease documentation
- Owner satisfaction with reporting and communication
- System and operational accuracy
Why This Role Stands Out
- High operational ownership across property workflows
- Direct impact on tenant experience and portfolio performance
- Exposure to leasing, maintenance, reporting, and compliance operations
- Opportunity to grow into:
- Property Manager
- Operations Manager
- Portfolio Coordinator roles
Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (lease processing or owner reporting scenario)
- Client Interview
- Offer & Background Verification
Apply Now
If you:
- Thrive in organized, operations-heavy environments
- Enjoy coordinating property workflows and tenant communication
- Can manage multiple moving parts without losing accuracy
- Want to grow within real estate and property operations
This is a strong opportunity to join a fast-moving property management environment and play a key role in daily portfolio operations.
