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.