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.
Pavago is a global offshore recruitment platform that specializes in sourcing, vetting, and placing elite remote talent for businesses seeking A-players at 70% lower costs than traditional hiring. The company combines AI-driven candidate sourcing with human expertise to identify and screen offshore professionals across roles including Sales, Marketing, Admin, Finance, IT Engineering, and Product. Pavago's five-step recruitment process aims to deliver vetted candidates within 21 days, offering ongoing support through payroll management, compliance assurance, training, and seamless onboarding. They serve 150+ businesses and provide flexible pricing options including annual memberships with unlimited placements and per-hire sourcing fees. The company sources talent primarily from Latin America, Pakistan, and South Africa, prioritizing candidates with experience working with U.S.-based companies.
