Job Description
Industry
Real Estate Operations
Work Arrangement
Fully Remote (with required overlap during Eastern Time business hours)
Job Type
Full-time
Work Schedule
Monday–Friday
Primary overlap with Eastern Time (New York) business hours (approx. 9:00 AM – 5:00 PM ET)
Availability on Slack and responsiveness outside core hours may be required during peak periods
Locations:
Anywhere Remote (Global - must be able to work Eastern Time hours)
About Pearl Talent
Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.
Hear why we exist, what we believe in, and who we’re building for: WATCH HERE
Why Work with Us?
At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.
About the Company
Our client is a long-standing, family-operated real estate company managing a portfolio of residential properties. With a strong legacy of operational excellence and long-tenured employees, the company emphasizes high standards, accountability, and continuous improvement across its property management operations. The team operates in a collaborative, non-corporate environment where ownership, reliability, and attention to detail are highly valued.
Role Overview
The Portfolio Operations Coordinator serves as the central operational hub supporting a multi-property residential portfolio. This role exists to ensure that critical workflows—ranging from lease administration to compliance tracking—are executed accurately, efficiently, and proactively.
You will work closely with leadership, property managers, vendors, and legal partners to coordinate operations across multiple properties. The role is highly execution-focused, requiring strong organization, attention to detail, and the ability to manage multiple concurrent workflows independently.
This is a high-trust position for someone who thrives in fast-paced environments, takes initiative without prompting, and consistently ensures that nothing falls through the cracks..
Your Impact
You will play a critical role in maintaining operational excellence across the property portfolio by ensuring accuracy, consistency, and proactive follow-through.
Your work will directly contribute to improved collections processes, timely legal coordination, and zero-miss compliance tracking. You will streamline workflows that reduce leadership oversight needs and improve communication across internal and external stakeholders.
By maintaining clean data, organized reporting, and reliable coordination, you will help drive efficiency, protect revenue, and support a high standard of property operations.
Core Responsibilities
Delinquency Management & Collections Coordination – 25%
- Follow up on delinquent accounts and initiate outreach starting mid-month
- Send notices and coordinate communication for overdue balances
- Schedule and conduct payment plan discussions with residents
- Maintain accurate delinquency tracking reports across properties
- Escalate accounts to collections with complete and organized documentation
Legal Liaison & Compliance Tracking – 20%
- Coordinate with external legal counsel on tenant-related matters
- Track legal timelines, filings, and notice requirements
- Manage documentation and ensure completeness of legal records
- Facilitate signatures and approvals to move legal processes forward
- Proactively update leadership on legal status and next steps
Licensing, Permits & Regulatory Filings – 15%
- Track all licenses and permits across the property portfolio
- Manage renewal calendars and ensure timely submissions
- Confirm completion and distribute updated documentation internally
- Monitor regulatory requirements and flag upcoming deadlines
Vendor Management & Special Projects – 20%
- Source and coordinate vendor bids for service contracts
- Onboard vendors by collecting documentation and coordinating with internal teams
- Prepare comparison reports to support leadership decisions
- Support special projects and operational initiatives as needed
- Research and engage vendors within service areas
Lease Administration, Site Team Support & Operations – 20%
- Prepare and send lease documents, ensuring accuracy before release
- Support on-site property managers with operational needs
- Handle tenant escalations and route issues appropriately
- Coordinate procurement for supplies and uniforms
- Maintain accurate internal systems and operational databases
Must-Haves (Required)
- 3+ years of experience in operations, administrative coordination, or property management support
- Exceptional attention to detail with a strong track record of accuracy
- Highly proactive, self-starter mindset with the ability to manage tasks independently
- Strong organizational skills and ability to manage multiple workflows simultaneously
- Professional-level English communication (written and verbal)
- Ability to handle confidential information with discretion
- Reliable and responsive work style, including availability during high-demand periods
Nice-to-Haves (Preferred)
- Experience in real estate, property management, or similar operational environments
- Familiarity with property management systems such as Yardi, OneSite, Entrata, or Appfolio
- Experience supporting multi-location or multi-stakeholder operations
- Strong spreadsheet skills for tracking and reporting
Tools Proficiency
Must-Haves (Required)
- Google Workspace (Docs, Sheets, Gmail)
- Slack
- VoIP or phone systems
Nice-to-Haves (Preferred)
Yardi
OneSite
Entrata
Appfolio
DocuSign
Asana or equivalent task management tools
Competitive Salary: Based on experience and skills
Remote Work: Fully remote—work from anywhere
Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
Generous PTO: In accordance with company policy
Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
Direct Mentorship: Guidance from international industry experts
Learning & Development: Ongoing access to resources for professional growth
Global Networking: Connect with professionals worldwide
Our Recruitment Process
- Application
- Screening
- Skills Assessment
- Top-grading Interview
- Client Interview
- Job Offer
- Client Onboarding
Ready to Join Us?
If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.
