Leasing & Collections Coordinator

Job Description

Job Description

About the Position

We are a privately owned real estate investment and management company seeking an experienced, organized, and customer-focused Leasing & Collections Coordinator for our Northeast Florida residential portfolio. We own the properties we manage and take a long-term approach to resident service and property operations.

Our portfolio includes approximately 250 residential units across Jacksonville and St. Augustine, consisting of scattered-site single-family homes and smaller multifamily communities. This is a hands-on role responsible for leasing activities, application processing, lease renewals, rent collections, resident communication, and accurate recordkeeping in AppFolio.

The Coordinator reports to the Portfolio Manager and works closely with the local management and maintenance teams. We are looking for a self-directed professional who follows through on deadlines, responds promptly to prospects and residents, and takes ownership of their daily responsibilities.

Key Responsibilities

Leasing, Marketing & Property Tours

·  Respond promptly to calls, emails, text messages, and online rental inquiries; track follow-up so prospective residents are not overlooked.

·  Convert inquiries into scheduled or self-guided tours, applications, and executed leases; maintain accurate prospect and guest-card records.

·  Coordinate property tours using self-showing systems, including Rently or similar platforms, and assist prospective residents with access and instructions.

·  Post, update, and monitor listings through AppFolio, Zillow, Rently, Apartments.com, and approved marketing platforms; verify pricing, availability, photos, and property information.

·  Guide prospects through rental criteria, application requirements, and the leasing process; communicate activity and recommend listing or pricing improvements to the Portfolio Manager.

Applications, Lease Execution & Move-Ins

·  Process applications; collect required fees and documentation; perform authorized credit, background, employment, and income verifications in accordance with company policies and applicable law.

·  Prepare accurate lease agreements, addenda, disclosures, and related documents; coordinate signatures and record final documents in AppFolio.

·  Coordinate approved applicants’ move-in steps, including utility transfers, resident portal setup, move-in scheduling, required documents, and confirmation of move-in funds before occupancy.

·  Follow Fair Housing requirements and applicable federal, state, and local regulations throughout marketing, screening, and leasing.

Lease Renewals & Resident Relations

·  Own the renewal workflow: monitor expiration dates, prepare and distribute timely renewal offers and notices, follow up on resident decisions, and finalize renewal agreements.

·  Handle routine renewal discussions within company-approved pricing and terms; escalate proposed exceptions or special concessions for management approval.

·  Provide professional responses to resident inquiries and document communications; coordinate administrative move-in and move-out requirements with the management and maintenance teams.

Rent Collections & Delinquency Follow-Up

·  Monitor rent balances and delinquency reports; proactively contact residents regarding overdue payments and document all communications and commitments in AppFolio.

·  Follow established collection timelines, prepare required notices (including Florida three-day notices, as applicable), and track follow-up through resolution.

·  Coordinate payment arrangements for management approval, monitor compliance, and promptly escalate unresolved delinquencies or legal matters to the Portfolio Manager.

·  Prepare clear status updates on leasing activity, upcoming renewals, occupancy, and collections.

Qualifications

·  At least 5 years of hands-on residential leasing or property management experience; single-family rental experience is strongly preferred.

·  Strong preference for practical AppFolio experience;

·  Experience with leasing platforms such as Zillow, Rently, or similar self-showing and listing tools.

·  Experience with applications, tenant screening, lease preparation, renewals, and delinquency follow-up.

·  Working knowledge of Fair Housing requirements and Florida residential leasing practices.

·  Excellent communication, organization, attention to detail, and ability to manage competing deadlines independently.

·  Proficiency in Google Workspace, Microsoft Office, and accurate data entry and documentation.

·  Reliable transportation and ability to travel between Jacksonville and St. Augustine properties when required.

Why Join Us

·  Work for a long-term property owner rather than a third-party management firm.

·  Join a dedicated local team overseeing a diverse residential portfolio.

·  Build a stable career in a professional environment that values responsiveness, accountability, and resident service.

Compensation & Benefits

• Annual salary: $50,000–$52,000, depending on experience and qualifications.
• Benefits: Health insurance, paid time off (PTO), and 401(k).
• Annual bonus: Eligibility for a discretionary year-end bonus based on individual performance and company results.
• Schedule: Full-time, office-based position, Monday through Friday, 9:00 AM–5:00 PM.
• Weekend coverage: Participation in a rotating weekend phone schedule, with additional compensation for hours worked.

How to Apply

Submit your resume highlighting your direct experience with residential leasing, application processing, renewals, rent collections, and property management software. Candidates with hands-on AppFolio experience are strongly encouraged to apply.