Property Management Coordinator

About the Opportunity\nWe are seeking a highly organized, customer-focused Property Management Coordinator to support the day-to-day operations of a growing residential property management portfolio in the Chicago market.\nThis is a virtual coordination role. You will serve as the administrative hub between property owners, tenants, vendors, and the internal team to ensure leasing activities, maintenance requests, tenant communications, and property records are handled accurately and efficiently.\nThe ideal candidate is proactive, detail-oriented, and committed to delivering exceptional customer service while maintaining organized property operations.\n\nPrimary Responsibilities\nTenant Relations\nRespond to tenant inquiries professionally and promptly.\nManage incoming maintenance requests.\nCoordinate tenant communications throughout the lease term.\nPrepare move-in and move-out communication.\nCoordinate lease renewal notices.\nMaintain positive tenant relationships through timely follow-up.\n\nMaintenance Coordination\nReceive and document maintenance requests.\nAssign work orders to approved vendors.\nSchedule maintenance appointments.\nFollow up with vendors regarding completion.\nKeep tenants informed throughout the repair process.\nMaintain accurate maintenance records.\n\nLeasing Administration\nRespond to rental inquiries.\nCoordinate property showing schedules with local leasing staff or agents.\nProcess rental applications.\nPrepare lease documents.\nCoordinate lease execution.\nPrepare move-in documentation and welcome packets.\nTrack vacancy status and leasing activity.\n\nProperty Administration\nMaintain accurate property records.\nKeep lease files organized and current.\nUpload and organize documentation within the property management system.\nTrack lease expiration dates.\nMaintain compliance documentation.\nPrepare reports for ownership as requested.\n\nHousing Program Coordination\nPrepare and organize housing program documentation, including CHA and other agency paperwork when applicable.\nTrack required documentation and submission deadlines.\nCoordinate communication regarding inspections, approvals, and required follow-up items.\nMaintain organized records for compliance purposes.\n\nVendor Coordination\nCoordinate service appointments with contractors and vendors.\nObtain estimates when requested.\nFollow up on scheduled work.\nMaintain vendor contact information and documentation.\nEnsure invoices and completed work orders are submitted for review.\n\nProperty Management Systems\nMaintain Buildium and other property management software.\nUpdate resident information.\nRecord maintenance activity.\nMonitor lease tracking.\nMaintain organized digital files.\nAssist with generating operational reports.\n\nQualifications\nExcellent customer service and communication skills.\nStrong organizational and multitasking abilities.\nExceptional attention to detail.\nAbility to prioritize multiple properties and deadlines.\nComfortable working independently in a remote environment.\nProfessional written and verbal English communication.\nProficiency with Buildup, Docusign, Microsoft Office\n\nPreferred Experience\nProperty management or leasing coordination experience.\nExperience using Buildium or similar property management software.\nExperience coordinating maintenance vendors.\nKnowledge of residential leasing processes.\nExperience with affordable housing or housing assistance programs is a plus.\nProficiency with Google Workspace and Microsoft Office.\n\nKey Performance Indicators (KPIs)\nSuccess in this role will be measured by:\nMaintenance requests acknowledged promptly.\nVendor assignments completed within established service standards.\nTenant communications responded to professionally and on time.\nLease renewals prepared before expiration deadlines.\nProperty management records maintained accurately.\nHousing program documentation submitted accurately and on time.\nBuildium updated consistently.\nAdministrative tasks completed with a high degree of accuracy.\n\nWhat Success Looks Like\nWithin your first 90 days, you will have:\nBecome the primary coordinator for day-to-day property management administration.\nMaintained organized records across the rental portfolio.\nImproved communication between tenants, vendors, and ownership.\nEstablished reliable follow-up procedures for maintenance and leasing activities.\nHelped create a responsive, professional experience for residents and property owners.\n\nWho We're Looking For\nWe're looking for someone who enjoys keeping operations organized, communicating with people, and ensuring nothing falls through the cracks.\nThis role is ideal for someone who takes pride in delivering excellent customer service, managing multiple priorities, and supporting a growing property management operation through strong organization and follow-through.\nIf you're dependable, proactive, detail-oriented, and enjoy coordinating people and processes, we'd love to hear from you.