Property Management Coordinator

What we are and what we do: Gallagher & Mohan work exclusively within the real estate industry. Our mission is to provide financial analysis, marketing, and accounting support to our clients. Our clients are real estate-focused private equity investors, developers, fund managers, brokers, and more. We pride ourselves on our quality, our strong communication, and our work ethic. We are a natural extension of our client’s existing infrastructure. The type of transactions we currently work on range from multifamily apartment complexes to large office towers in the United States and European markets, and range in value sizes from $10 million USD - $200+ million USD. What we are looking for: We are looking for a proactive, detail-oriented, and organized Property Management Coordinator to support property managers and internal teams across the end-to-end tenant lifecycle. This role covers rental inquiries, application processing, lease preparation and renewals, work order management, tenant accounting, delinquency follow-ups, reporting, and general property management administration. The ideal candidate will take ownership of assigned tasks, maintain accurate documentation, coordinate effectively with tenants and internal teams, and ensure all activities are completed accurately and within established timelines. Key Responsibilities 1. Rental Applications and Tenant Screening

• Respond to rental inquiries and assist applicants throughout the application process.
• Review applications and verify required documents and information.
• Identify missing documents or discrepancies and follow up with applicants.
• Prepare applicant summaries for the property manager's review.
• Track application progress and ensure timely follow-ups.

2. Lease Preparation and Renewals

• Prepare monthly and annual lease renewal proposals.
• Track upcoming lease expirations and initiate renewal processes.
• Prepare lease offers and related documents for approval.
• Coordinate with tenants and property managers to complete renewals.
• Maintain updated lease records and renewal trackers.

3. Tenant Move-In, Move-Out and Accounting

• Coordinate move-in and move-out documentation and inspection checklists.
• Prepare final tenant statements, including rent, payments, deposits, and applicable charges.
• Review account statements for accuracy.
• Assist with account reconciliation and resolve discrepancies.

4. Delinquency Follow-Ups and Account Management

• Review tenant accounts and identify overdue payments.
• Follow up with tenants regarding outstanding balances.
• Prepare balance-due letters and credit letters.
• Track pending payments and elevate unresolved issues.

5. Work Order Management

• Track work orders from submission to completion.
• Coordinate with tenants, vendors, and internal teams for updates.
• Follow up on pending maintenance requests.
• Escalate delayed or unresolved work orders.

6. Reporting and Documentation

• Prepare tenant reports, delinquency reports, and lease renewal trackers.
• Maintain accurate and organized tenant records and lease documents.
• Review reports and documents for accuracy.
• Track pending tasks, missing information, and important deadlines.

7. Property Manager and Team Support

• Provide daily administrative and operational support to property managers.
• Coordinate with leasing, accounting, and maintenance teams.
• Complete assigned tasks within established timelines and procedures.
• Provide regular updates and elevate issues when required.
• Support additional property management activities as needed.

Qualifications and Skills

• Experience in residential property management, leasing, or real estate administration is preferred.
• Strong attention to detail and organizational skills.
• Ability to prepare clear, accurate, and professional documents.
• Good written and verbal communication skills.
• Proficiency in Microsoft Excel, Word, Outlook, and property management software.
• Ability to manage multiple tasks, meet deadlines, and follow established procedures.
• Strong follow-up, coordination, and problem-solving skills....

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