Job Openings Property Management & Operations Coordinator

About the job Property Management & Operations Coordinator

Job title: Property Management & Operations Coordinator

Type of employment: Full-time

Shift Schedule: Mon - Fri, 9:11AM - 5PM EST

High-level summary

  • Own core community operations workflows for a manufactured housing portfolio by becoming the primary operator of Rent Manager and the main point of contact for resident-facing admin.
  • In the first 6 months, focus heavily on CRM cleanup and data integrity (backfilling tenant profiles, standardizing records), then transition into ongoing work order dispatch, lease-ups, notices QC, and monthly close support.
  • Deliver a reliable, empathetic resident experience with timely communication, strong follow-through, and proactive process improvements.

About the Company:

  • The company operates manufactured housing communities and manages day-to-day resident administration, leasing compliance, work orders, and financial workflows through Rent Manager.

Company core values:

  • Reliability, honesty, and integrity (non-negotiable)

  • Resident-first communication (empathetic listener; timely resolution)

  • Ownership & accountability (take full ownership of workflows; keep the owner informed)

  • Process discipline & improvement (follow SOPs, identify bottlenecks, suggest improvements

Objectives of this role:

  • Bring Rent Manager to a clean and current state by ensuring tenant profiles and 

    documentation are complete, accurate, and maintained moving forward.
  • Become fully proficient within 6 months and operate as the main point of contact for resident admin workflows.
  • Improve resident experience through faster response times, clean records, and consistent follow-through.
  • Support operational risk reduction by ensuring notices, compliance documentation, and workflow steps are handled correctly and on time.

Responsibilities:

CRM / Rent Manager ownership (primary focus)

  • Backfill and maintain complete tenant/resident profiles (contact info, lease terms, lot/unit details, supporting documents).

  • Own the first 6 months' priority: ~60% CRM data cleanup and standardization.

  • Log resident communications and keep an auditable activity history in the Rent Manager.

Resident onboarding, lease-ups, and compliance

  • Ensure new residents are properly onboarded in Rent Manager (profile setup, unit assignment, lease execution).
  • Track the compliance milestones and surface gaps with a remediation plan:

    • Active Rent Manager profile/account

    • Rules & Regulations acknowledgment

    • Executed lease on file

    • Proof of renter's/homeowner's insurance with expiration tracking

  • Support lease renewals by flagging upcoming expirations and coordinating execution.

Work orders, dispatching, and vendor coordination

  • Receive, record, dispatch, and track work orders from submission through completion; confirm completion with on-site staff.
  • Serve as the primary contact for resident requests and route issues to on-site managers.

Notices & quality control

  • Quality-check and track automated notices sent through the CRM; ensure correct timing, documentation, and follow-through.
  • Support eviction/notice workflows as directed (documentation accuracy, date tracking, file completeness).

Financial admin support

  • Support payment posting, rent roll accuracy, delinquency visibility, and basic reporting as needed.
  • Support monthly book closing with organized documentation and reconciliations as directed.

Process improvement & communication

  • Communicate proactively and regularly—flag issues early, share status updates, and propose workflow improvements.
  • Follow SOPs and Loom-based training; operate autonomously and escalate only for approvals or critical direction.

Required skills and qualifications:

  • Experience in property management administration or long-term residential operations (not short-term rental focused).
  • Strong proficiency with Rent Manager (strong plus) or comparable property management CRM with ability to ramp quickly.
  • High attention to detail and strong record-keeping discipline (data integrity is a key success metric).
  • Excellent written and verbal communication; empathetic and professional when working directly with tenants.

  • Reliable and consistent execution with high integrity/confidentiality standards.

  • Comfortable working independently, owning workflows end-to-end, and maintaining momentum without constant supervision.

Technical requirements:

  • Reliable computer + secure high-speed internet

  • Ability to handle scanning/printing and document conversion between Mac and Windows formats.

Preferred skills and qualifications:

  • Direct experience in manufactured housing community operations.

  • Familiarity with Fair Housing/compliance documentation and resident communication standards.
  • Experience with lease-up processes, work order dispatch, insurance verification tracking, and resident compliance systems.
  • Demonstrated ability to improve processes (SOPs, checklists, trackers) while maintaining a high-touch resident experience.