Property Management Coordinator

Property Management CoordinatorAt Rhodes, our core purpose is to enhance the lives of our customers and team through building communities. We specialize in developing master planned communities and construction of high quality, energy efficient homes. Rhodes has been recognized among the fastest growing private companies in the US by Inc. 5000 and is on a mission to expand its footprint into more communities across South Texas. Since 2019, Esperanza Homes, a Rhodes Company, has ranked nationally on the Builder Magazine's Top 100 Builders list, and is on an aggressive growth trajectory to serve more communities across South Texas.Rhodes was founded in the early 1990's as a land acquisition and holding company. In 2006, the company shifted gears and ventured into residential/commercial land development and home building with the formation of Esperanza Homes. Rhodes Enterprises has grown to one of the largest developers of residential, commercial, and master-planned communities in the areas we serve. We are passionate about our customers, building exceptional homes, our team, and the communities where we live and work.Rhodes is a certified Great Place to Work, when you choose to work with us, you are part of a passionate and high-performing Team! You will work alongside team members who set and reach ambitious goals every day and are excited to continue to grow and build communities.Benefits of being a part of our Team include :Competitive Compensation including Bonus & Profit-Sharing ProgramsHealth Care - Medical/Dental/Vision/Prescription Drug CoverageEmployer Paid Health Reimbursement Account for Medically Enrolled Staff401(k) with Company Matching ContributionsDisability ProgramsEmployee & Dependent Life InsuranceVacation & Company HolidaysEmployee Home Purchase Rebate ProgramEmployee Assistance Program (EAP) Role Mission: As a Property Management Coordinator, you will support the development of our communities through providing administrative and structural support to our property management team, tenants and homeowners. You will work closely with the Property Management team to work towards and meet goals. This position will introduce you to Homeowner Association management, special district, rental home management and commercial property management. It is an exciting opportunity to learn the property management industry from conception. This position reports to the Director of Property management. Measured Performance Goals: Delinquency rate of 95%Customer SatisfactionTime to set up new accounts Accountabilities: Process Resale Certificates: Review property records and community association rules to confirm required information for the resale certificateCoordinate with various stakeholders, including the Property Management team and HOA, to gather necessary documentationEnsure resale certificates are processed within legal and company-required timelines to avoid delays in property transactions Respond to Homeowner Calls and Emails: Address phone and email inquiries from homeowners, tenants, and vendors related to property management, billing, and maintenanceTrack and document each interaction to ensure proper follow-up and resolutionProvide accurate and clear information regarding community rules, services, and policiesEscalate more complex issues to the Director of Property Management when necessary, ensuring timely resolution Prepare Move-In Packages: Assemble move-in packages that include all necessary documents (e.g., welcome letters, community guidelines, payment instructions, contact information, move in baskets)Coordinate with appropriate stakeholders to ensure readiness of the property and package materialsDistribute move-in packages in a timely manner prior to the move-in date, ensuring all information is accurate and up to date Answer Billing Questions: Review and explain billing statements, charges, and payment histories to homeowners and tenantsInvestigate discrepancies or billing errors, working with the accounting or finance team to resolve issues quicklyHelp homeowners set up or modify payment methods and schedulesAddress late payment questions, penalties, and other related inquiries, maintaining clear and professional communication Enter Closings/Resales and Send Reports: Input details of closings or resales into the property management system, ensuring accuracy and compliance with regulationsGenerate and distribute relevant reports for management, stakeholders, and homeowners in a timely mannerKeep track of resale or closing deadlines and coordinate with the legal and finance teams to ensure all steps are completed according to procedureMonitor transaction completion to ensure all necessary steps (e.g., document signing, payments) have been fulfilled Manage Delinquencies and Collection Process: Monitor overdue accounts regularly and identify delinquent tenants or homeownersSend reminders, notices, and follow-up communications to encourage prompt payment and resolve delinquenciesWork with the property manager to develop and implement collection strategies and payment agreementsDocument all collection efforts, including calls, emails, and payment arrangements, ensuring accurate record-keeping and compliance with company policies Process Payment Plans: Evaluate requests for payment plans and assess their feasibility based on company guidelines and the homeowner's or tenant's financial situationSet up and document payment plans, ensuring clear terms and conditions are communicated and understood by all partiesRegularly track and update the status of payment plans, ensuring payments are made on timeWork closely with the finance team to ensure payment plan details are accurately reflected in the accounting system Provide Administrative Support to Manager and Portfolio: Schedule and coordinate meetings, inspections, and property viewings for the property management teamAssist in preparing property management reports, maintaining filing systems, and ensuring documents are up-to-dateSupport property managers by tracking deadlines, renewing leases, and managing tenant or homeowner recordsAssist with coordination of property maintenance and repair requests, including tracking work orders and following up on completion Perform Other Duties as Assigned: Adapt to the evolving needs of the property management team and assist with other tasks as necessaryParticipate in training, team meetings, and process improvement initiatives to contribute to the department's successCollaborate with other departments or teams (e.g., accounting, maintenance, leasing) to ensure the smooth operation of the property management functionContinuously look for ways to streamline processes, improve communication, and enhance service delivery Lives Rhodes Core Values: Act with Integrity, No Exceptions - believes there is no such thing as compromise when it comes to acting with integrity in everything you doHonor our Team - honors team members as individuals and professionals, no exceptionsNever Be Satisfied -continuously looks for ways to improve every aspect of our businessBest in Class Customer Experience -provide a best-in-class customer experience – every time, with every customerCommunity Leadership – takes pride in actively engaging in the communities we serve, making them better for our future Embodies Characteristics of the Rhodes Team: Believes and is committed to our purpose to enhance the lives of our customers and our team through building communitiesIs driven by outcomes and results, and wants to be held accountable for themHas a propensity for action, willing to make mistakes by doing in order to learn and improve quicklyThrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and changeSeeks and responds well to feedback, which is shared often and freely across all levels of the organizationWorks through silos and forges strong cross-departmental relationships in order to achieve outcomes Supervisory Responsibilities: None