Property Management Coordinator

Job Description

Job Description

Property Management Coordinator

OFFICIAL JOB DESCRIPTION & REQUIREMENTS

Position Title: Property Management Coordinator

Department: Property Operations

Employment Type: Full-Time

FLSA Status: Non-Exempt

Reports To: Portfolio Manager / Maintenance Manager

Location: Harrisonburg Office

Position Summary

The Property Management Coordinator serves as the central operational hub for a dedicated team within the Harrisonburg/Bridgewater area. This multifaceted role requires a highly organized, agile professional capable of seamlessly transitioning between front-facing customer service, vendor logistics, digital marketing, and essential back-office administration. The ideal candidate ensures optimal workflow continuity, drives leasing lifecycle milestones, and maintains exceptional standards of communication for residents, property owners, and service providers alike.

Core Objective: To optimize local portfolio performance through rigorous administrative oversight, systematic vendor-tenant coordination and proactive inquiry management.

Key Responsibilities & Essential Functions

1. Communications & Customer Relations

• Reception & Front Desk: Serve as the office's primary face, managing the reception area and warmly greeting walk-in visitors during regular office hours.
• Inquiry Routing: Promptly answer incoming office calls, route inquiries efficiently, and respond directly to property management text messages and emails.
• Stakeholder Liaison: Act as a main point of contact among tenants, property owners, and third-party vendors.
• Inbox & Task Management: Monitor general office email inboxes and team task lists daily to ensure no requests or escalations go unanswered.

2. Operational Logistics & Maintenance Coordination

• Receive, document, and coordinate inbound maintenance requests from residents.
• Schedule property inspections, move-in/move-out evaluations, and regular vendor maintenance appointments.
• Follow up closely on repairs to guarantee timely completion, resident satisfaction, and strict accountability from contractors.
• Manage vendor workflows, verifying availability, scheduling work orders, and confirming compliance with insurance and property rules.

3. Leasing, Marketing & Listing Management

• Assist with leasing support, guiding prospective residents through rental inquiries and assisting applicants with the application process.
• Assist in creating, updating, and auditing high-quality digital rental listings across online listing syndicates and platforms.
• Systematically track prospective tenant applications, screening status updates, and general communications.
• Schedule property showings, coordinate calendar holds for on-site personnel, and support general marketing efforts, including digital media and social platform postings.

4. Records Management, Documentation & Compliance

• Process legal and regulatory documentation, including new leases, deposits, and legal notices, as directed.
• Facilitate administrative transitions during tenant move-in and move-out coordination.
• Maintain highly organized, securely structured digital and physical files for all portfolio properties.

5. Financial Administration & Team Support

• Provide general administrative support to the local team.
• Support minor accounting workflows, cross-referencing, and processing incoming vendor invoices for approval.
• Post incoming rent payments and maintain accurate account records.
• Regularly update internal spreadsheets, pipeline models, and operational metrics reports.

Job Qualifications & Skills

• Experience: 1–3 years of experience in high-volume administrative coordination or customer service.
• Software Proficiency: High proficiency in Microsoft Office applications (including Excel) and Google Sheets. Experience navigating browser-based property management software and social media platforms is strongly preferred.
• Organization: Exceptional multitasking capabilities with a proven record of managing multiple overlapping projects.
• Communication: Superior written and verbal communication skills; ability to remain calm, professional, and empathetic when resolving conflict in person, over the phone, or in writing.