Portfolio Operations Coordinator – Real Estate, Property Management
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Job Description
Portfolio Operations Coordinator ensuring operational excellence across a multi-property residential portfolio. Requires strong organization and proactive workflow management in real estate operations.
Responsibilities:
- IndustryReal Estate Operations
- Work ArrangementFully Remote (with required overlap during Eastern Time business hours)
- Job TypeFull-time
- Work ScheduleMonday–Friday
- Primary overlap with Eastern Time (New York) business hours (approx. 9:00 AM – 5:00 PM ET)
- Availability on Slack and responsiveness outside core hours may be required during peak periods
- Locations:Anywhere Remote (Global - must be able to work Eastern Time hours)
- Role OverviewThe Portfolio Operations Coordinator serves as the central operational hub supporting a multi-property residential portfolio. This role exists to ensure that critical workflows—ranging from lease administration to compliance tracking—are executed accurately, efficiently, and proactively.
- You will work closely with leadership, property managers, vendors, and legal partners to coordinate operations across multiple properties. The role is highly execution-focused, requiring strong organization, attention to detail, and the ability to manage multiple concurrent workflows independently.
- Core ResponsibilitiesDelinquency Management & Collections Coordination – 25%
- Follow up on delinquent accounts and initiate outreach starting mid-month
- Send notices and coordinate communication for overdue balances
- Schedule and conduct payment plan discussions with residents
- Maintain accurate delinquency tracking reports across properties
- Escalate accounts to collections with complete and organized documentation
- Legal Liaison & Compliance Tracking – 20%
- Coordinate with external legal counsel on tenant-related matters
- Track legal timelines, filings, and notice requirements
- Manage documentation and ensure completeness of legal records
- Facilitate signatures and approvals to move legal processes forward
- Proactively update leadership on legal status and next steps
- Licensing, Permits & Regulatory Filings – 15%
- Track all licenses and permits across the property portfolio
- Manage renewal calendars and ensure timely submissions
- Confirm completion and distribute updated documentation internally
- Monitor regulatory requirements and flag upcoming deadlines
- Vendor Management & Special Projects – 20%
- Source and coordinate vendor bids for service contracts
- Onboard vendors by collecting documentation and coordinating with internal teams
- Prepare comparison reports to support leadership decisions
- Support special projects and operational initiatives as needed
- Research and engage vendors within service areas
- Lease Administration, Site Team Support & Operations – 20%
- Prepare and send lease documents, ensuring accuracy before release
- Support on-site property managers with operational needs
- Handle tenant escalations and route issues appropriately
- Coordinate procurement for supplies and uniforms
- Maintain accurate internal systems and operational databases
Requirements:
- Must-Haves (Required)
- 3+ years of experience in operations, administrative coordination, or property management support
- Exceptional attention to detail with a strong track record of accuracy
- Highly proactive, self-starter mindset with the ability to manage tasks independently
- Strong organizational skills and ability to manage multiple workflows simultaneously
- Professional-level English communication (written and verbal)
- Ability to handle confidential information with discretion
- Reliable and responsive work style, including availability during high-demand periods
- Nice-to-Haves (Preferred)
- Experience in real estate, property management, or similar operational environments
- Familiarity with property management systems such as Yardi, OneSite, Entrata, or Appfolio
- Experience supporting multi-location or multi-stakeholder operations
- Strong spreadsheet skills for tracking and reporting
Benefits:
- **Competitive Salary:** Based on experience and skills
- **Remote Work:** Fully remote—work from anywhere
- ** Performance Bonus:** Based on data accuracy, reporting timeliness, and overall sales efficiency
- ** Team Incentives:** Recognition for maintaining 100% CRM hygiene and on-time reporting
- ** Generous PTO:** In accordance with company policy
- ** Health Coverage for PH-based talents:** HMO coverage after 3 months for full-time employees
- **Direct Mentorship:** Guidance from international industry experts
- **Learning & Development:** Ongoing access to resources for professional growth
- **Global Networking:** Connect with professionals worldwide
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