Operations & Bookkeeping Coordinator | Residential Property Management | Hybrid (Davis, CA)

Company Overview

Our client is a residential property management company that has been part of the Davis, California rental market for more than fifteen years. They manage single-family homes, condos, and apartments for individual owners across Davis and the greater Sacramento area, and have grown from a handful of properties to over 400 homes under management. The business is profitable and locally established, and it competes on reliability: in a market shaped by the UC Davis academic calendar, it keeps vacancy under 1% (against roughly 3% for the local market) and lease renewal rates above 75%.

The service is full-cycle residential property management. When an owner signs a management agreement, the company handles everything from marketing and leasing to rent collection, maintenance coordination, compliance, and monthly owner reporting, so the owner never has to deal directly with tenants or vendors. The team is about 10 to 15 people, office-based and organized flat, with account managers owning dedicated property portfolios, supported by accounting, maintenance coordination, and leasing. The work is fully digital, run on a property management platform, standard bookkeeping software, and shared Google Workspace drives.

Your Role

As Operations & Bookkeeping Coordinator, you'll own the recurring operations and bookkeeping tasks that keep the office running, so communication, payments, records, and renewals all stay on schedule. Right now a lot of that recurring work lands on the President and the Broker directly, and this role exists to take it over and own it end to end.

This is bookkeeping-level support, not full-cycle accounting. You'll assist the accounting function with invoices, receipts, rent posting, deposit tracking, and reconciliation help, rather than owning the books yourself. You'll report to the Principal Broker and work day to day with the President and the Office and Accounting Manager. Success means leadership can hand off a recurring task and trust it comes back done, without re-checking.

You'll

• Own the calendar of recurring deadlines, especially insurance renewals, licenses, and vendor certificates of insurance

• Track what's due, prepare what's needed, follow up, and close each item out so nothing lapses

• Process invoices and receipts and reconcile them against the records in the property and bookkeeping systems

• Post rents and track deposits, flagging anything that doesn't match

• Help with categorization and reconciliation, and prepare simple weekly and month-end checklists and reports

• Coordinate maintenance and inspections with vendors, confirm timing, and log every follow-up with a clear next step

• Draft routine emails and notices from approved templates and proof them for tone and accuracy

• Keep shared drives, records, and documents current, organized, and audit-ready

You Bring

• 2 to 4 years in operations, admin, office coordination, bookkeeping, or property management support

• Hands-on bookkeeping experience: processing invoices and receipts, tracking payments and deposits, basic reconciliation

• Comfort working across several software systems daily, and the ability to pick up new ones quickly

• Strong spreadsheet skills and real attention to detail and accuracy

• A follow-through mindset: you build and run checklists, track deadlines, and close loops without being reminded

• Clear written and verbal English for tenant, vendor, and owner correspondence

• Comfort using modern AI tools to work accurately and efficiently

• A reliable way to be on-site in Davis 2 to 3 days a week and manage a hybrid schedule

Bonus Points

• Experience in property management or real estate operations

• Familiarity with a property management platform such as AppFolio, or bookkeeping software like QuickBooks

• Experience supporting insurance renewals or compliance tracking

• Local ties to the Davis or greater Sacramento area

What's Offered

• Full-time W-2 employee role, hybrid out of the Davis office, typically 2 to 3 days a week on-site with remote flexibility on the others

• Monday to Friday, roughly 9 to 5

• What we'd estimate for a role like this: around $45,000 to $65,000 per year, based on experience. Share the range that fits your background and we'll make sure it works on both sides

• Full training on all systems, documentation standards, and workflows

• Direct work with company leadership, on tasks that visibly come off their plate

Interview Process

1️⃣ Personality and work-style assessment: a short assessment of how you organize and approach work
2️⃣ Practical exercise: a hands-on task covering organization, accuracy, and basic bookkeeping
3️⃣ Team meeting: a conversation with the team about day-to-day collaboration and fit
4️⃣ Final interview with leadership: a closing conversation with the company's leaders

Most candidates move from the first step to a decision in about two to three weeks.