Property Management Coordinator

Rehoboth Beach, DE - USA

Yearly Salary: $ 40000 - 45000

Posted on: 12 hours ago

Vacancies: 1 Vacancy

Job Summary

Benefits:

Health insurance
Paid time off
Vision insurance

Job Title: Property Management Coordinator Long-Term Rentals (Quad States)

Department: Property Management
Reports To: Property Manager
Primary Location: Quad States Region (VA WV MD and PA)
Additional Support: Other markets as needed (non-field tasks)
Employment Type: Full-Time (some weekends required)

Position Overview

The Property Management Coordinator supports the day-to-day administration operations of a long-term rental portfolio with a primary focus on the Quad States region. This role is responsible for tenant communication lease administration reporting inspections and coordination with maintenance and leadership.

This position also includes local field responsibilities such as inspections putting lockboxes on vacant homes place signage and basic property photos. It will also support other company locations with administrative and system-based tasks. This role helps ensure consistent excellent customer service accurate documentation and timely follow-up across all managed properties.

Core Responsibilities

Tenant Support & Communication

Serve as the primary point of contact for tenant inquiries and requests
Respond to tenant issues in a timely and professional manner
Generate and send tenant notices (late rent lease violations reminders etc.)
Document all tenant communication in AppFolio

Rent Tracking & Delinquency

Review delinquency reports on a regular cadence
Send required notices including 5-day pay-or-quit notices
Track deadlines and compliance requirements
Gather and prepare documentation for attorney or court filings when needed
Escalate owner-impact or legal-risk items to the assigned Property Manager / BD & Owner Relations representative

Lease Administration & Renewals

Prepare and process new leases and lease renewals
Track lease expirations and renewal timelines
Ensure all executed documents are properly uploaded and stored
Coordinate renewal execution with pricing and strategy determined by leadership

Vacancy & Portfolio Reporting

Monitor vacancy reports and upcoming availability
Ensure rental listings are updated and accurate
Flag prolonged vacancies or concerning trends for review
Assist with listing coordination as needed

Help with Maintenance Coordination

Coordinate with the Maintenance Coordinator on active work orders
Review weekly maintenance and work order reports
Ensure tenant maintenance requests are properly logged tracked and followed up
Escalate unresolved or emergency maintenance issues as appropriate
Maintain clear documentation of maintenance activity in AppFolio

Vendor & Inspection Coordination

Assist with vendor communication estimates and job tracking
Schedule and conduct property inspections as assigned
Prepare inspection checklists and document findings
Create and track work orders resulting from inspections
Follow up on corrective actions to completion

Marketing & Leasing Support

Assist with posting and maintaining rental listings
Respond to tenant rental inquiries and leasing leads
Add and track leads in the CRM
Coordinate and perform field tasks including:
- Installing and removing signage
- Installing and removing lockboxes
- Taking basic property photos as needed
Coordinate with leadership on listing materials and updates

Systems Reporting & Documentation

Maintain accurate and complete tenant and owner records in AppFolio
Upload and organize all required documentation
Regularly review and monitor:
- Delinquency reports
- Lease expiration reports
- Vacancy reports
Provide regular updates and flag issues to the Senior Property Manager

Collaboration & Escalation

Work closely with:
- Property Managers
- Maintenance Coordinator
- Accounting and leadership as needed
Escalate issues involving:
- Legal or compliance risk
- Owner dissatisfaction
- Repeated tenant issues
- Emergency maintenance situations

Qualifications

Property management or related experience preferred
Comfortable working in AppFolio or similar property management software
Willingness and ability to travel locally for inspections and field tasks
Strong organizational skills and follow-through
Clear communication and sound professional judgment

Ability to manage multiple deadlines and priorities

Benefits

401(k)
Health dental and vision insurance
Paid vacation
Retirement plan

Salary depends on experience.

Contact Information: Teresa Bratcher Vice President of Talent Attraction

Phone:

Email:

Additional Information

This position description is only meant to be a representative summary of the duties and responsibilities performed by incumbents of this position. Incumbents may be requested to perform tasks other than those stated in this description. The company reserves the right to revise or change this job description as the need arises.

Compensation: $40000.00 - $45000.00 per year

Our core values are pretty simple just do the right thing.

Steve DuBrueler Founder & CEO of Coldwell Banker Premier

Globally Known. Locally Owned

Coldwell Banker Premier is a powerhouse in the Mid-Atlantic. We are a real estate firm with 17 offices and over 250 agents. Although we are widespread our offices are very community-focused and function like small companies. Each office has their own unique culture thats mae possible by the collaboration of our agents brokers and staff.

We are licensed in VA WV MD NC PA DE and DC.

Required Experience:

Benefits:Health insurancePaid time offVision insuranceJob Title: Property Management Coordinator Long-Term Rentals (Quad States)Department: Property Management Reports To: Property ManagerPrimary Location: Quad States Region (VA WV MD and PA) Additional Support: Other markets as needed (non-field t...