[Hiring] Property Management Coordinator @Penbrothers

Role Description

Our client is looking for a highly organized and detail-oriented Virtual Property Management Coordinator to support a U.S.-based commercial real estate and property management team. In this role, you will provide administrative and operational support across a multi-property commercial retail portfolio. You will help manage tenant communications, coordinate work orders and vendors, maintain property and lease records, prepare reports, track compliance requirements, and ensure that important administrative tasks and follow-ups are completed on time.

The ideal candidate has strong administrative skills, excellent English communication, high attention to detail, and preferably experience supporting U.S.-based commercial real estate or property management operations.

What you’ll do

• Property Management & Administrative Support
  • Manage calendars, meetings, and recurring calls for the Property Management team.
  • Prepare meeting agendas, take meeting minutes, and track action items and follow-ups.
  • Draft and edit professional emails, reports, memos, announcements, and other communications.
  • Coordinate information and updates between Property Management, Asset Management, Leasing, Accounting, and Construction teams.
  • Support internal reporting, process updates, and property-level communications.
• Tenant Support & Work Order Coordination
  • Serve as the first point of contact for inbound tenant calls during U.S. Central Time business hours.
  • Log tenant calls, maintenance requests, and work orders accurately in the property management system.
  • Triage maintenance requests based on urgency and route routine work orders to approved vendors.
  • Escalate emergency maintenance matters to the Property Manager immediately.
  • Follow up on open work orders through completion and confirm resolution with tenants.
  • Assist tenants with portal registration and submission of maintenance requests.
  • Monitor and report tenant portal adoption by property.
• Reporting & Portfolio Administration
  • Maintain daily property and portfolio data in applicable systems and spreadsheets.
  • Prepare monthly portfolio performance summaries, occupancy/vacancy reports, and KPI dashboards.
  • Assist with rent rolls, budget packages, CAM reconciliation support, and other property-level reporting.
  • Track capital improvement projects, inspection schedules, reporting deadlines, and outstanding action items.
  • Identify and flag operational issues, delinquencies, and overdue items to the Property Manager.
• Vendor & Contract Administration
  • Coordinate vendor onboarding and collect required documentation, including W-9s and certificates of insurance.
  • Track vendor insurance expirations and proactively flag upcoming renewals.
  • Maintain organized records of vendor contracts, service agreements, and compliance documents.
  • Assist with contract and change-order routing for review and signature.
  • Coordinate vendor site visits with tenants and ensure updates are properly recorded in the property management system.
• Tenant & Lease Administration
  • Support tenant communications, including welcome packages, rent notices, inspection scheduling, and general correspondence.
  • Maintain accurate and organized digital lease files.
  • Upload executed leases, amendments, and other tenant-related documents.
  • Track lease-related action items, including upcoming renewals, options, and insurance certificate expirations.
  • Coordinate lease abstract uploads with the appropriate lease abstraction platform or service.
• Records & Document Management
  • Maintain an organized digital filing system for leases, contracts, inspections, insurance, and compliance documentation.
  • Ensure documents are properly filed, version-controlled, and accessible to authorized team members.
  • Route documents through electronic signature platforms and track signatures through completion.

Qualifications

• At least 2 years of administrative experience in commercial real estate, property management, or a related professional services environment.
• Excellent written and spoken English with strong business communication skills.
• Comfortable handling professional phone calls with U.S.-based tenants, vendors, and internal stakeholders.
• Strong organizational and time-management skills with the ability to manage multiple priorities independently.
• High attention to detail, particularly when handling records, documentation, compliance requirements, and reports.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Adobe Acrobat/Adobe Sign is preferred.
• Familiarity with property management systems such as AppFolio, Yardi, MRI, or similar platforms is preferred.
• Familiarity with SharePoint or OneDrive for document management and collaboration.
• Willingness and ability to work Monday–Friday, 8:00 AM–5:00 PM Central Time.
• Reliable high-speed internet, a quiet workspace, video-capable device, and noise-canceling headset for tenant calls.

Nice to Have

• Previous experience supporting a U.S.-based property management or commercial real estate team.
• Familiarity with commercial lease terminology such as NNN, CAM, TI, base rent, escalations, holdover, and ROFR.
• Experience using Prophia or other lease abstraction platforms.
• Experience supporting a VP-, Director-, or senior-level property management professional.
• Exposure to accounts receivable, AR aging, or delinquency tracking within a commercial real estate environment.
• Previous experience handling inbound calls or customer-service coordination in a professional services setting.

Benefits

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.