Property / Lease Coordinator - Four D's

Job Description

Job Description

Position Summary

The Property/Lease Coordinator is responsible for coordinating lease administration, tenant communication, property documentation, maintenance requests, inspections, and other daily property management activities. The coordinator works closely with management, tenants, maintenance personnel, and vendors to help ensure properties are professionally maintained, lease requirements are followed, and tenant needs are addressed efficiently.

Key Duties and Responsibilities

• Lease Administration:  Prepare and organize new leases, renewals, extensions, addendums, notices, and other lease-related documents. Maintain accurate lease files and track lease start and end dates, rent amounts, deposits, and renewal deadlines.

• Tenant Coordination:  Communicate with tenants regarding lease requirements, property policies, rent questions, maintenance concerns, inspections, move-ins, and move-outs.

• Property Coordination:  Assist with the daily needs of residential and/or commercial properties. Maintain property and tenant records, schedule inspections, and follow up on identified property issues.

• Maintenance and Vendor Coordination:  Receive maintenance requests, coordinate work orders with maintenance personnel and outside vendors, schedule repairs, and follow up to confirm work has been completed.

• Move-In and Move-Out Coordination:  Coordinate keys, required paperwork, inspections, property condition documentation, and other steps associated with tenant move-ins and move-outs.

• Rent and Account Support:  Track rent status, communicate regarding outstanding balances as directed by management, maintain payment documentation, and provide necessary information to management or accounting personnel.

• Compliance and Documentation:  Maintain organized tenant, property, vendor, inspection, and lease records. Prepare notices and correspondence under management direction and assist with ensuring company procedures and lease requirements are followed.

• Office and Management Support:  Prepare reports, update property management systems and records, answer calls and emails, schedule appointments, assist the Property Manager or Broker, and help address routine tenant and property concerns.

Skills and Qualifications

• Strong organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to manage multiple properties, tenants, deadlines, and work orders.
• Attention to detail and ability to maintain accurate records.
• Ability to communicate professionally with tenants, vendors, maintenance staff, and management.
• Basic computer skills and ability to use email, office software, and property management systems.
• Knowledge of leasing or property management practices is preferred.
• Ability to maintain confidentiality and handle sensitive tenant and business information professionally.

General Expectations

The Property/Lease Coordinator is expected to provide professional and dependable support to the property management team, maintain organized records, communicate promptly, follow company policies and management direction, and contribute to efficient property and lease operations.