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 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.

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