Real Estate Operations Coordinator

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 collecti