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 a Real 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.