Property Management Operations Coordinator

Job Title: Property Management Operations Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S. Hours

About the Role:

We are seeking a proactive and detail-oriented Property Management Operations Coordinator to support day-to-day property management operations across multiple markets. This role serves as a central point of coordination between tenants, owners, and vendors, ensuring smooth communication, timely maintenance resolution, and operational consistency. The ideal candidate is highly organized, fluent in both English and Spanish, and experienced with modern property management systems.

You will play a key role in keeping properties well-managed by handling inbound communications, coordinating maintenance workflows, supporting inspections and notices, and ensuring systems and processes are followed accurately.

Responsibilities:

Client, Tenant & Owner Communication:

• Serve as the first point of contact for tenants, owners, and vendors via phone and email.
• Respond to inbound inquiries promptly and professionally in both English and Spanish.
• Escalate urgent or complex issues to the appropriate internal stakeholders.

Maintenance & Work Order Management:

• Manage maintenance requests using property management and maintenance platforms.
• Triage, prioritize, and assign work orders based on urgency and service-level expectations.
• Dispatch vendors, track progress, follow up through completion, and ensure proper documentation.

Operational Coordination:

• Create, assign, and track operational tasks within the property management system.
• Coordinate inspections, showings, and property access with field teams and vendors.
• Prepare and send notices (late notices, violations, renewals) and support move-in and move-out processes.

Process & Systems:

• Follow established Standard Operating Procedures (SOPs) to ensure consistency and compliance.
• Maintain organized, audit-ready digital records for properties, tenants, and vendors.
• Identify workflow gaps and recommend operational improvements as the portfolio scales.

What Makes You a Perfect Fit:

• Clear and confident communicator who can manage high-volume interactions professionally.
• Highly organized, detail-oriented, and dependable with strong follow-through.
• Comfortable managing multiple priorities in a fast-paced, remote environment.
• Proactive problem-solver who remains calm under pressure.

Required Experience & Skills ( Minimum)

• 2+ years of experience in property management, operations, or customer-facing roles.
• Hands-on experience with property management and maintenance coordination platforms, specifically Buildium and PropertyMeld (required).
• Fluency in English and Spanish (spoken and written).
• Strong phone presence and written communication skills.
• Ability to manage a high volume of calls, tasks, and work orders independently.

Ideal Experience & Skills:

• Experience supporting residential property portfolios across multiple markets.
• Prior involvement in vendor coordination and maintenance management.
• Familiarity with remote operations and distributed teams.
• Exposure to U.S.-based residential property management workflows.

What Does a Typical Day Look Like?

A Property Management Operations Coordinator’s day centers on keeping communication clear and operations moving efficiently. You will:

• Handle inbound tenant, owner, and vendor communications.
• Review and prioritize new maintenance requests and operational tasks.
• Dispatch vendors, coordinate access, and track work orders through completion.
• Update systems with notes, approvals, and documentation.
• Send notices, support move-ins and move-outs, and coordinate inspections.
• Identify and flag issues that require escalation or process improvement.

In essence: you are the operational backbone ensuring properties run smoothly, stakeholders stay informed, and issues are resolved efficiently.

Key Metrics for Success(KPIs):

• Timely response and resolution of tenant and owner inquiries.
• Maintenance tickets resolved within defined service timelines.
• Accuracy and completeness of system records and documentation.
• Vendor follow-through and on-time task completion.
• Reduction in operational errors and escalations.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., work order prioritization or communication scenario)
• Client Interview
• Offer & Background Verification