Real Estate Operations Coordinator

Real Estate Operations Coordinator (Property Management, Leasing & Tenant Coordination) - Remote

Property Management | Leasing | Tenant Coordination | Operations

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 a Real Estate Operations Coordinator to support the day-to-day operations of residential and commercial property portfolios.

This is a fast-paced, operations-focused role where you’ll help ensure tenant communication remains organized, leasing processes stay compliant, maintenance requests are resolved efficiently, and property records remain accurate and up to date.

You’ll serve as the operational link between tenants, property owners, vendors, and internal property management teams to ensure smooth portfolio operations and an exceptional tenant experience.

If you’re highly organized, detail-oriented, experienced with property management systems, and enjoy coordinating multiple moving parts, this role is an excellent fit.

What You’ll Own

Tenant Communication & Support

• Respond to tenant inquiries regarding rent payments, lease terms, maintenance requests, and property policies.
• Maintain detailed communication records within property management platforms.
• Send reminders for rent due dates, lease renewals, inspections, and compliance notices.
• Deliver professional, timely, and customer-focused support throughout the tenant lifecycle.

Leasing & Documentation

• Process new lease agreements, renewals, amendments, and tenant onboarding documentation.
• Maintain organized tenant files, including applications, identification, inspection reports, and signed agreements.
• Ensure leasing documentation remains complete, accurate, and compliant.
• Assist with property listings across platforms such as Zillow, Apartments.com, MLS, and similar listing services.

Property Management Systems

• Maintain accurate records within platforms such as Yardi, AppFolio, Buildium, or similar systems.
• Track rent collections, delinquencies, occupancy changes, late fees, and lease expirations.
• Generate operational reports including rent rolls, occupancy reports, delinquency summaries, and leasing activity.

Maintenance Coordination

• Create and assign maintenance work orders to vendors.
• Monitor maintenance requests from submission through completion.
• Coordinate communication between tenants and vendors.
• Verify completed work and reconcile vendor invoices against approved work orders.
• Ensure maintenance issues are resolved promptly and professionally.

Owner Reporting & Operational Support

• Prepare owner statements, cash flow summaries, vacancy reports, and occupancy updates.
• Provide regular updates on rent collections, maintenance activity, leasing progress, and property performance.
• Ensure reports are accurate, organized, and delivered on schedule.

Compliance & Quality Control

• Maintain compliance with landlord-tenant regulations, Fair Housing standards, and internal company procedures.
• Ensure all documentation remains organized, complete, and audit-ready.
• Support operational consistency through accurate recordkeeping and process adherence.

Requirements

Must-Have Qualifications

Experience

• 2+ years of experience in property management, leasing coordination, real estate operations, or property administration.
• Hands-on experience using Yardi, AppFolio, Buildium, or similar property management software.
• Experience with lease administration, tenant communication, rent collection tracking, and maintenance coordination.

Technical Skills

• Strong proficiency with Microsoft Office and Google Workspace.
• Familiarity with lease documentation, property operations, and reporting.
• Excellent written and verbal English communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities in a high-volume environment.

Nice-to-Have

• Experience managing portfolios of 100+ units.
• Multi-state property management experience.
• Familiarity with owner statements, trust accounting, and security deposit management.
• Experience supporting residential, commercial, or mixed-use property portfolios.

Tools & Platforms

• Yardi
• AppFolio
• Buildium
• Microsoft Office
• Google Workspace
• Zillow
• Apartments.com
• MLS Platforms

What Makes You a Strong Fit

• Excellent communicator with tenants, vendors, and property owners.
• Highly organized with strong follow-through.
• Detail-oriented and process-driven.
• Comfortable managing multiple operational workflows simultaneously.
• Solutions-focused with strong operational judgment.
• Thrives in fast-paced property management environments.

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.
• Coordinate vendors and monitor maintenance work orders.
• Prepare owner reports and operational summaries.
• Maintain accurate records within property management systems.
• Ensure compliance across leasing and operational processes.

In short: You keep property operations organized, compliant, and running efficiently by coordinating leasing, maintenance, tenant communication, and operational reporting.

Key Metrics for Success (KPIs)

• Rent collection percentage
• Vacancy fill time
• Maintenance resolution turnaround time
• Accuracy of lease and tenant documentation
• Owner satisfaction with reporting and communication
• Operational accuracy and system data integrity

Why This Role Stands Out

• Fully remote opportunity supporting U.S. property portfolios.
• High ownership across leasing, maintenance, reporting, and operations.
• Direct impact on tenant experience and property performance.
• Exposure to residential and commercial real estate operations.
• Career growth opportunities into Property Manager, Portfolio Coordinator, or Operations Manager roles.

Interview Process

• Initial Phone Screen
• Spark Hire Intro Video (3-5 minutes)
• Practical Task (Lease Processing or Owner Reporting Scenario)
• Client Interview
• Offer & Background Verification

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it-you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re an organized, detail-oriented operations professional who enjoys coordinating property workflows, supporting tenants, and keeping portfolios running efficiently, we’d love to hear from you. Apply today and become a key part of a growing property management team.