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:
- DocuSign
- Dotloop
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.
