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 OwnTenant 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

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.