Real Estate Operations Coordinator

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 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.