Property Management Coordinator

Property Management Coordinator Position Summary The Property Management Coordinator serves as the central operational hub across multiple property management territories and teams. This multifaceted role requires a highly organized, agile professional capable of seamlessly transitioning between front-facing customer service, vendor logistics, digital marketing, and essential back-office administration. The ideal candidate ensures optimal workflow continuity, drives leasing lifecycle milestones, and maintains exceptional standards of communication for residents, property owners, and service providers alike. Key Responsibilities & Essential Functions 1. Communications & Customer Relations Promptly answer incoming office calls, routing inquiries efficiently, and responding directly to property management text messages and emails. Act as liaison and point of contact among tenants, property owners, and third-party vendors. Monitor general office email inboxes and centralized team task lists daily to ensure that no requests or escalations go unanswered. 2. Leasing, Marketing & Listing Management Assist with leasing support, guiding prospective residents through rental inquiries and tracking leads throughout the lifecycle. Create, update, and audit high-quality digital rental listings across online listing syndicates and platforms. Systematically track prospective tenant applications, screening status updates, and general communications. Schedule property showings, coordinate calendar holds for on-site personnel, and support general marketing efforts, including digital media and social platform postings. 3. Operational Logistics & Maintenance Coordination Receive, document, and coordinate inbound maintenance requests from residents. Schedule property inspections, move-in/move-out evaluations, and regular vendor maintenance appointments. Follow up closely on repairs to guarantee timely completion, resident satisfaction, and strict accountability from contractors. Manage vendor workflows, verifying availability, scheduling work orders, and confirming compliance with insurance and property rules. 4. Records Management, Documentation & Compliance Process legal and regulatory documentation, including new leases, deposits, and legal notices, as directed. Facilitate physical and administrative transitions during tenant move-in and move-out coordination. Maintain highly organized, securely structured digital and physical files for all portfolio properties. 5. Financial Administration & Team Support Provide general administrative and support. Support minor accounting workflows, cross-referencing and processing incoming vendor invoices for approval. Post incoming rent payments and maintain accurate account records. Regularly update internal spreadsheets, pipeline models, and operational metrics reports. Job Qualifications & Skills Experience 1-3 years of experience in high-volume administrative coordination. Software Proficiency High proficiency in Microsoft Office applications (including Excel) and Google Sheets is strongly preferred. Candidates should possess strong experience navigating browser-based applications and managing or utilizing social media platforms. Organization Exceptional multitasking capabilities with a proven record of managing multiple overlapping projects or geographic territories. Communication Superior written and verbal communication skills. Ability to remain calm, professional, and empathetic when resolving conflict.