[Hiring] Property Management Coordinator @Vitalis Outsourcing

Role Description

We are looking for a Property Management Coordinator to support property management teams, property owners, tenants, and vendors with daily operations, communication, maintenance coordination, and administrative follow-up.

The primary responsibility is to manage tenant and owner communication, coordinate maintenance and property-related activities, track payments and work orders, and ensure important tasks are completed on time.

This is an ideal opportunity for someone with experience in property management support, real estate administration, maintenance coordination, tenant communication, or client service who is organized, calm under pressure, and interested in stable, long-term employment.

Qualifications

• Previous experience in property management support, real estate administration, maintenance coordination, client service, or administrative coordination.
• Strong written and spoken English communication skills.
• Comfortable communicating with U.S.-based tenants, property owners, vendors, and contractors.
• Excellent organization and attention to detail.
• Strong follow-up, task-management, and deadline-tracking skills.
• Able to handle tenant concerns and operational issues calmly and professionally.
• Able to manage multiple properties, requests, and priorities simultaneously.
• High level of accuracy when maintaining documents, notes, and property records.
• Good computer, spreadsheet, CRM, and property management software skills.
• Reliable and consistent attendance during scheduled working hours.
• Able to work independently in a remote environment.
• Proactive, professional, process-driven, coachable, and comfortable providing regular updates.

Requirements

• Handle tenant inquiries, support requests, and property-related concerns professionally.
• Communicate with property owners, tenants, vendors, contractors, and internal team members.
• Coordinate tenant move-ins, move-outs, utility setup, inspections, and related activities.
• Receive maintenance requests and coordinate service with vendors, contractors, owners, and internal teams.
• Create, update, and track work orders until maintenance tasks are completed.
• Follow up with tenants and vendors regarding scheduling, access, repairs, and outstanding items.
• Monitor rent payments, payment reminders, late notices, and delinquency follow-up when required.
• Provide property owners with payment updates, property information, and status reports.
• Coordinate preventive maintenance, inspections, HOA violations, compliance requirements, and renters insurance documentation.
• Maintain accurate and organized property records, reports, notes, and supporting documents.
• Update property management systems, CRM platforms, spreadsheets, and internal tracking tools.
• Provide clear daily updates regarding completed tasks, pending items, upcoming deadlines, and potential blockers.
• Manage multiple properties, requests, deadlines, and follow-up activities simultaneously.
• Follow established Standard Operating Procedures, checklists, deadlines, and manager instructions.
• Escalate urgent maintenance issues, tenant concerns, payment problems, or compliance risks to the appropriate team member.
• Maintain professionalism and confidentiality when handling tenant, owner, financial, and property information.

Benefits

• U.S. property management support
• Tenant and property owner communication
• Maintenance coordination
• Vendor and contractor scheduling
• Work order creation and tracking
• Move-in and move-out coordination
• Rent tracking and delinquency follow-up
• Property inspection coordination
• Preventive maintenance
• HOA violation and compliance tracking
• Renters insurance documentation
• AppFolio
• Buildium
• Propertyware
• Rent Manager
• Google Workspace
• CRM and spreadsheet management