Job Description
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 collection periods, 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 high-ownership operational role focused on:
- Tenant communication
- Leasing coordination
- Maintenance management
- Property system updates
- Owner reporting and compliance
You will act as the operational bridge between:
- Tenants
- Vendors
- Property owners
- Internal property management teams
The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple moving parts in a fast-paced property management environment.
If you have experience with:
- Property management systems
- Leasing workflows
- Tenant communication
- Maintenance coordination
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 all communication within:
- Yardi
- AppFolio
- Buildium
- Similar property management platforms
- Send reminders for:
- Rent due dates
- Lease renewals
- Compliance notices
Leasing & Documentation
- Draft, review, and process:
- Lease agreements
- Lease renewals
- Tenant onboarding documentation
- Manage documentation using:
- Maintain organized and compliant tenant files including:
- Applications
- Identification records
- Inspection reports
- Signed agreements
- Support property marketing across:
- Zillow
- Apartments.com
- MLS listing platforms
Property Management Systems
- Maintain accurate records across property management software
- Track:
- Rent collections
- Delinquencies
- Occupancy status
- Late fees
- Generate and reconcile:
- Rent rolls
- Delinquency reports
- Occupancy trackers
Maintenance Coordination
- Create and assign vendor work orders
- Track maintenance tickets from start to completion
- Coordinate with tenants and vendors to ensure timely issue resolution
- Verify vendor invoices against completed work orders
Owner Reporting & Operational Updates
- Prepare:
- Owner statements
- Cash flow summaries
- Occupancy reports
- Vacancy updates
- Provide regular updates regarding:
- Rent collection status
- Open maintenance issues
- Leasing activity
- Ensure reporting is accurate and delivered on time
Compliance & Quality Control
- Ensure all tenant documentation complies with:
- Local landlord-tenant regulations
- Fair Housing requirements
- Internal compliance standards
- Maintain organized, audit-ready property documentation
What Success Looks Like
- Tenant issues are resolved quickly and professionally
- Lease documentation remains accurate and compliant
- Maintenance requests are handled efficiently
- Property systems stay updated and organized
- Owners receive timely and accurate reporting
What Makes You a Strong Fit
- Strong communication skills with tenants, vendors, and property owners
- Highly organized and comfortable managing multiple workflows simultaneously
- Detail-oriented with strong operational follow-through
- Problem-solver who balances tenant experience with operational efficiency
- Able to work independently in fast-paced environments
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 systems
- Strong Microsoft Office and Google Workspace skills
- Familiarity with:
- Lease documentation
- Rent collection workflows
- Tenant communication processes
- Strong written and verbal English communication
Nice to Have
- Experience managing portfolios of 100+ units
- Multi-state property management experience
- Familiarity with:
- Security deposits
- Trust accounting
- Owner statements
- Property accounting 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 tenant documentation
- Update rent payments and occupancy records in property systems
- Coordinate vendor work orders and maintenance follow-ups
- Prepare owner reports and operational summaries
- Ensure all records remain organized and compliant
In short:
You keep property operations organized, responsive, compliant, and running efficiently across tenants, vendors, and ownership groups.
Key Metrics (KPIs)
- Rent collection percentage
- Vacancy fill time
- Maintenance resolution turnaround time
- Accuracy of lease and tenant documentation
- Owner satisfaction with communication and reporting
- 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.
