Virtual Property Management Operations
Coordinator- English/Spanish Bilingual

Position overview
Schedule: 40 hours per week, Monday to Friday 8AM-5PM EST Washington DC,
USA time, with 1-hour unpaid break

We are seeking an experienced, 3-4+ years, highly organized remote coordinator to support the daily operations of a multifamily residential portfolio. The role works closely with the Office Manager, maintenance personnel and vendors to keep resident requests, leasing, collections, maintenance and administrative work moving forward. Previous experience working with US based property management companies.
Success in this role requires more than completing assigned tasks. The individual must take ownership of responsibilities, monitor outstanding matters, follow through to resolution, and proactively identify issues requiring management attention.

Software: Rent Manager experience is mandatory

Key responsibilities
 Resident communications: Answer calls, emails and online inquiries from residents, prospects and vendors. Handle concerns professionally and escalate when needed.
 Maintenance coordination: Receive and prioritize maintenance requests, create work orders in Rent Manager, schedule repairs with staff and vendors, and confirm satisfactory completion.
 Leasing and retention: Respond to prospect inquiries, schedule and lead tours, follow up on applications, and track renewals, move-ins, move-outs and lease expirations.
 Rent collections: Monitor balances, contact residents about past-due rent, track payment plans, prepare delinquency notices, and escalate serious delinquencies.
 Administration and accounting support: Keep resident ledgers and records accurate, assist with payment posting and reconciliation, and process invoice for approval.
 Marketing support: Keep online listings current on the company website, Zillow, Facebook Marketplace and other platforms, and track lead activity.

 Reporting and follow-up: Track open issues and deadlines, follow up on delays, provide regular status reports, and recommend process improvements.

Required qualifications
 Experience in conventional, residential property management, preferably multifamily
 Strong customer service skills, including phone communication with residents
 Familiarity with property management software, resident ledgers, work orders, leasing and rent collection (Rent Manager experience mandatory)
 Excellent written and verbal English
 Demonstrated ability to work independently in a remote environment, prioritize competing responsibilities, communicate proactively, and contribute positively to a team-oriented workplace.

Ideal candidate
The right person is calm under pressure, a resourceful problem solver, and focused on resident satisfaction. They work well with remote and on-site staff, pick up new systems quickly, and handle confidential information with discretion.

How success is measured
 Prompt, professional handling of resident and prospect communications
 Accurate, timely entry of information into Rent Manager
 Consistent follow-through on maintenance requests, leasing activity and delinquencies
 Proactive escalation of unresolved issues

The goal of this role is to improve operational efficiency and resident service by taking ownership of day-to-day responsibilities, proactively resolving issues, and reducing the need for management involvement in routine matters, allowing management to focus on higher-level responsibilities.