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 collections, and maintenance coordination)

About the Role

At Pavago, one of our clients is hiring aReal 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.