Property Management Coordinator

About the Opportunity

We are seeking a highly organized, customer-focused Property Management Coordinator to support the day-to-day operations of a growing residential property management portfolio in the Chicago market.

This is a virtual coordination role. You will serve as the administrative hub between property owners, tenants, vendors, and the internal team to ensure leasing activities, maintenance requests, tenant communications, and property records are handled accurately and efficiently.

The ideal candidate is proactive, detail-oriented, and committed to delivering exceptional customer service while maintaining organized property operations.

Primary Responsibilities

Tenant Relations

• Respond to tenant inquiries professionally and promptly.
• Manage incoming maintenance requests.
• Coordinate tenant communications throughout the lease term.
• Prepare move-in and move-out communication.
• Coordinate lease renewal notices.
• Maintain positive tenant relationships through timely follow-up.

Maintenance Coordination

• Receive and document maintenance requests.
• Assign work orders to approved vendors.
• Schedule maintenance appointments.
• Follow up with vendors regarding completion.
• Keep tenants informed throughout the repair process.
• Maintain accurate maintenance records.

Leasing Administration

• Respond to rental inquiries.
• Coordinate property showing schedules with local leasing staff or agents.
• Process rental applications.
• Prepare lease documents.
• Coordinate lease execution.
• Prepare move-in documentation and welcome packets.
• Track vacancy status and leasing activity.

Property Administration

• Maintain accurate property records.
• Keep lease files organized and current.
• Upload and organize documentation within the property management system.
• Track lease expiration dates.
• Maintain compliance documentation.
• Prepare reports for ownership as requested.

Housing Program Coordination

• Prepare and organize housing program documentation, including CHA and other agency paperwork when applicable.
• Track required documentation and submission deadlines.
• Coordinate communication regarding inspections, approvals, and required follow-up items.
• Maintain organized records for compliance purposes.

Vendor Coordination

• Coordinate service appointments with contractors and vendors.
• Obtain estimates when requested.
• Follow up on scheduled work.
• Maintain vendor contact information and documentation.
• Ensure invoices and completed work orders are submitted for review.

Property Management Systems

• Maintain Buildium and other property management software.
• Update resident information.
• Record maintenance activity.
• Monitor lease tracking.
• Maintain organized digital files.
• Assist with generating operational reports.

Qualifications

• Excellent customer service and communication skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• Ability to prioritize multiple properties and deadlines.
• Comfortable working independently in a remote environment.
• Professional written and verbal English communication.
• Proficiency with Buildup, Docusign, Microsoft Office

Preferred Experience

• Property management or leasing coordination experience.
• Experience using Buildium or similar property management software.
• Experience coordinating maintenance vendors.
• Knowledge of residential leasing processes.
• Experience with affordable housing or housing assistance programs is a plus.
• Proficiency with Google Workspace and Microsoft Office.

Key Performance Indicators (KPIs)

Success in this role will be measured by:

• Maintenance requests acknowledged promptly.
• Vendor assignments completed within established service standards.
• Tenant communications responded to professionally and on time.
• Lease renewals prepared before expiration deadlines.
• Property management records maintained accurately.
• Housing program documentation submitted accurately and on time.
• Buildium updated consistently.
• Administrative tasks completed with a high degree of accuracy.

What Success Looks Like

Within your first 90 days, you will have:

• Become the primary coordinator for day-to-day property management administration.
• Maintained organized records across the rental portfolio.
• Improved communication between tenants, vendors, and ownership.
• Established reliable follow-up procedures for maintenance and leasing activities.
• Helped create a responsive, professional experience for residents and property owners.

Who We're Looking For

We're looking for someone who enjoys keeping operations organized, communicating with people, and ensuring nothing falls through the cracks.

This role is ideal for someone who takes pride in delivering excellent customer service, managing multiple priorities, and supporting a growing property management operation through strong organization and follow-through.

If you're dependable, proactive, detail-oriented, and enjoy coordinating people and processes, we'd love to hear from you.