Join Our Team as a Real Estate Operations Coordinator!

Real Estate Operations Coordinator (Remote) About Us We are a growing real estate investment and property management company that owns and operates residential rental properties. Our business involves property management, tenant relations, renovations, insurance coordination, acquisitions, and portfolio operations. We are seeking a highly organized, proactive, and detail-oriented Real Estate Operations Coordinator to become an integral member of our team. This role is ideal for someone who enjoys solving problems, following up persistently, managing multiple projects simultaneously, and helping keep a fast-moving real estate business organized and efficient. This is not a traditional administrative assistant position. You will serve as a key operations team member responsible for coordinating projects, managing information, communicating with tenants, workers, vendors, lenders, and insurance companies, and ensuring that important tasks do not fall through the cracks. Key Responsibilities Property Management Operations | Manage tenant communications via phone, text, and email | Assist with rent collection follow-up and delinquency tracking | Coordinate maintenance requests and ensure timely completion | Maintain accurate tenant, lease, and property records | Update rental listings and advertisements | Assist with tenant onboarding and lease administration | Support eviction processing and documentation when required Renovation & Project Coordination | Track unit turnovers and renovation projects from start to finish | Create and maintain project tracking systems and status reports | Communicate regularly with field workers to obtain progress updates | Collect and organize before-and-after photos | Track outstanding tasks and project completion timelines | Research, source, and order materials, supplies, appliances, fixtures, and replacement parts | Coordinate deliveries and ensure materials arrive on schedule | Compare pricing from vendors and suppliers to obtain the best value | Monitor project progress and proactively identify delays or issues requiring attention Insurance & Lender Coordination | Organize insurance policies and documentation | Obtain proof of insurance from insurance providers | Communicate with lenders and loan servicers regarding insurance requirements | Track submission deadlines and lender requirements | Follow up to confirm receipt and processing of documentation | Maintain organized records for future audits and renewals Vendor, Utility & Compliance Coordination | Coordinate with vendors, service providers, and utility companies | Track vendor performance and project completion | Assist with utility transfers between tenants | Resolve billing and account issues with utility providers | Track permits, inspections, and compliance-related documentation Property Acquisition & Administrative Support | Assist with due diligence and document collection for property acquisitions | Organize insurance records, utility records, permit records, and closing documentation | Maintain databases, spreadsheets, and operational reports | Document procedures and create Standard Operating Procedures (SOPs) | Identify operational inefficiencies and recommend improvements Qualifications | Previous experience in property management, real estate operations, project coordination, or administrative support preferred | Strong written and verbal English communication skills | Excellent organizational and follow-up abilities | Comfortable making outbound phone calls to tenants, lenders, insurance companies, vendors, utility companies, and government agencies | Ability to manage multiple projects and deadlines simultaneously | Strong attention to detail and accuracy | Proficiency with Google Workspace and Microsoft Office | Experience with Buildium, AppFolio, Rent Manager, or similar software is a plus | Self-motivated, resourceful, and capable of working independently Schedule & Availability | Primary working hours are generally 10:30 AM - 6:30 PM Eastern Time | Candidate must be available and responsive during core business hours | Flexibility is required, as occasional tasks, urgent matters, vendor communications, tenant issues, or project-related needs may arise outside of regular working hours | While this is not an on-call position, the ideal candidate is willing to accommodate occasional early morning, evening, or time-sensitive communications when business needs require | Candidate should be comfortable working in a fast-paced environment where priorities may shift throughout the day What Success Looks Like Within the first 60-90 days, the successful candidate will: | Take ownership of day-to-day operational and administrative tasks | Create organized systems for tracking projects, renovations, insurance, and property information | Improve follow-up and communication with tenants, workers, vendors, lenders, and service providers | Reduce the amount of day-to-day coordination required from management | Proactively identify problems, propose solutions, and help keep projects moving forward Ideal Candidate The ideal candidate is highly organized, resourceful, proactive, and persistent with follow-up. They enjoy coordinating multiple moving pieces, communicating with a variety of people, and ensuring that important tasks are completed without constant supervision. This person should view themselves as a problem-solver and coordinator, not simply an assistant waiting for instructions. They should be comfortable taking ownership of projects, solving problems independently, and helping bring structure and organization to a growing real estate investment business.