Real Estate Operations Coordinator

Overview

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

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.