Property Management Coordinator
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Job Location:
Winchester, KY - USA
Yearly Salary:
$ 40000 - 45000
Posted on:
30+ days 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
- Installing and removing signage
- 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
- Delinquency 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
- Property Managers
- Escalate issues involving:
- Legal or compliance risk
- Owner dissatisfaction
- Repeated tenant issues
- Emergency maintenance situations
- Legal or compliance risk
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:
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
Full-Service Real Estate Backed by Experience
Coldwell Banker Premier is a top-performing real estate brokerage serving the Mid-Atlantic and Florida with a growing footprint across Virginia Maryland Delaware Pennsylvania West Virginia North Carolina Florida and Washington D.C.
Grounded in trust innovation and strong relationships we offer a complete real estate experience with in-house support for relocation mortgage commercial auction and settlement services. Whether youre buying selling investing or building a career in real estate youll have everything you need under one roof. This is where the pros are: driven experienced and focused on making every move as smooth and successful as possible
Real estate pros you can count on in VA WV DE MD NC PA FL and Washington D.C.
Required Experience:
IC
