Property Management Ops Coordinator - 65177560582
Somewhere
Property Management & Tenant Operations Specialist
Type: Full-Time Remote Contractor (40 hours/week)
Schedule: US Central Time Zone Alignment | Monday - Friday
Target Location: Remote (South Africa or Philippines)
Target Compensation: (depending on experience)
About the CompanyOur client is a fast-growing real estate development and property management firm based in the US Midwest. Operating at scale, they specialize in managing multi-family residential communities, expanding from 51 units to over 100 units in their portfolio.
The company prides itself on responsive tenant support, operational transparency, and maintaining high living standards across its properties. As their unit count expands, they are bringing on a dedicated, highly disciplined remote specialist to manage daily communications, tenant maintenance, lease administration, and rent collection tracking.
Position Overview
We are seeking a sharp, highly disciplined Property Management & Tenant Operations Specialist to serve as the remote nerve center of property management operations during US Central Time business hours.
In this role, you will handle live inbound and outbound tenant phone calls, text communications, maintenance dispatching, rent payment tracking, and general administrative coordination. You will work directly with onsite property managers, vendors, and tenants.
This role requires a strong customer service or BPO background with exceptional emotional intelligence, patience, and de-escalation skills when communicating with tenants under stress, while remaining firm and professional regarding rent collections and lease terms.
Key Responsibilities
1. Tenant Communications & De-escalation
Inbound Phone & Text Management: Answer live calls and text messages via the integrated phone system (QO/VoIP) during full US Central office hours, addressing tenant inquiries, complaints, and urgent requests promptly.
Conflict De-escalation: Professionally handle difficult or emotional conversations with tenants regarding property issues, maintenance delays, or account balances with empathy, poise, and clear boundaries.
Late Rent Follow-Up: Conduct persistent, polite outbound follow-ups with tenants regarding overdue rent balances, payment arrangements, and ledger updates.
2. Maintenance Dispatch & Operations
Maintenance Intake & Logging: Receive maintenance requests, log detailed work orders into AppFolio (or central PM software), and dispatch tasks to onsite maintenance technicians or external contractors.
Showing & Leasing Coordination: Schedule prospective tenant showings for onsite managers, send out digital lease agreements, track execution, and manage unit postings across listing channels.
Vendor Outreach & Project Scoping: Perform ad-hoc operational tasks, such as calling local vendors to gather competitive quotes (e.g., dumpster rentals, pest control, turnover services) and summarizing options for leadership.
3. Basic Bookkeeping & Administrative Execution
Payment Digitization: Coordinate with onsite managers to log and digitize physical money orders, cashier checks, and rent receipts into central software and Google Sheets.
Software Hygiene: Maintain accurate, real-time tenant records, lease dates, and communication logs inside AppFolio and Google Workspace.
Qualifications & Requirements
Required
Flawless English Communication: Excellent spoken and written English skills with a clear, articulate, and calm phone presence.
De-escalation & High EQ: Proven ability to handle high-stress tenant interactions, resolve complaints constructively, and maintain professional composure.
Software & Tech Fluency: Proficiency in Google Workspace (Sheets, Docs, Drive) and VoIP/inbound phone platforms.
US Schedule Discipline: Proven track record of working full, uninterrupted US Central Time shifts with high energy, accountability, and reliability.
Preferred
Property Management Software: Direct experience using AppFolio or comparable property management platforms (e.g., Buildium, RealPage, Yardi).
BPO / Call Center Background: 2+ years of experience in a fast-paced BPO, property management, or call center environment working aligned US hours.
Basic Bookkeeping: Experience with payment reconciliation or tenant ledger updates.
Why This Role Matters
In property management, smooth operations depend entirely on clear communication and operational follow-through. When a tenant call goes unanswered or a vendor is not dispatched on time, property maintenance stalls and resident trust breaks down.
As the Property Management & Tenant Operations Specialist, you serve as the central operational bridge between property owners, residents, and service vendors. By maintaining strict attention to detail across tenant ledgers and resolving resident inquiries with poise, you directly drive property profitability, tenant retention, and long-term asset value.
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