Property Management & Operations Coordinator

Job title: Property Management & Operations Coordinator

Type of employment: Full-time

Shift Schedule: Mon - Fri, 9:11AM - 5PM EST

High-level summary

• Own core community operations workflows for a manufactured housing portfolio by becoming the primary operator of Rent Manager and the main point of contact for resident-facing admin.
• In the first 6 months, focus heavily on CRM cleanup and data integrity (backfilling tenant profiles, standardizing records), then transition into ongoing work order dispatch, lease-ups, notices QC, and monthly close support.
• Deliver a reliable, empathetic resident experience with timely communication, strong follow-through, and proactive process improvements.

About the Company:

• The company operates manufactured housing communities and manages day-to-day resident administration, leasing compliance, work orders, and financial workflows through Rent Manager.

Company core values:

• Reliability, honesty, and integrity (non-negotiable)

• Resident-first communication (empathetic listener; timely resolution)

• Ownership & accountability (take full ownership of workflows; keep the owner informed)

• Process discipline & improvement (follow SOPs, identify bottlenecks, suggest improvements

Objectives of this role:

• Bring Rent Manager to a clean and current state by ensuring tenant profiles and 

  documentation are complete, accurate, and maintained moving forward.
• Become fully proficient within 6 months and operate as the main point of contact for resident admin workflows.
• Improve resident experience through faster response times, clean records, and consistent follow-through.
• Support operational risk reduction by ensuring notices, compliance documentation, and workflow steps are handled correctly and on time.

Responsibilities:

CRM / Rent Manager ownership (primary focus)

• Backfill and maintain complete tenant/resident profiles (contact info, lease terms, lot/unit details, supporting documents).

• Own the first 6 months' priority: ~60% CRM data cleanup and standardization.

• Log resident communications and keep an auditable activity history in the Rent Manager.

Resident onboarding, lease-ups, and compliance

• Ensure new residents are properly onboarded in Rent Manager (profile setup, unit assignment, lease execution).
• Track the compliance milestones and surface gaps with a remediation plan:

  • Active Rent Manager profile/account

  • Rules & Regulations acknowledgment

  • Executed lease on file

  • Proof of renter's/homeowner's insurance with expiration tracking

• Support lease renewals by flagging upcoming expirations and coordinating execution.

Work orders, dispatching, and vendor coordination

• Receive, record, dispatch, and track work orders from submission through completion; confirm completion with on-site staff.
• Serve as the primary contact for resident requests and route issues to on-site managers.

Notices & quality control

• Quality-check and track automated notices sent through the CRM; ensure correct timing, documentation, and follow-through.
• Support eviction/notice workflows as directed (documentation accuracy, date tracking, file completeness).

Financial admin support

• Support payment posting, rent roll accuracy, delinquency visibility, and basic reporting as needed.
• Support monthly book closing with organized documentation and reconciliations as directed.

Process improvement & communication

• Communicate proactively and regularly—flag issues early, share status updates, and propose workflow improvements.
• Follow SOPs and Loom-based training; operate autonomously and escalate only for approvals or critical direction.

Required skills and qualifications:

• Experience in property management administration or long-term residential operations (not short-term rental focused).
• Strong proficiency with Rent Manager (strong plus) or comparable property management CRM with ability to ramp quickly.
• High attention to detail and strong record-keeping discipline (data integrity is a key success metric).
• Excellent written and verbal communication; empathetic and professional when working directly with tenants.

• Reliable and consistent execution with high integrity/confidentiality standards.

• Comfortable working independently, owning workflows end-to-end, and maintaining momentum without constant supervision.

Technical requirements:

• Reliable computer + secure high-speed internet

• Ability to handle scanning/printing and document conversion between Mac and Windows formats.

Preferred skills and qualifications:

• Direct experience in manufactured housing community operations.

• Familiarity with Fair Housing/compliance documentation and resident communication standards.
• Experience with lease-up processes, work order dispatch, insurance verification tracking, and resident compliance systems.
• Demonstrated ability to improve processes (SOPs, checklists, trackers) while maintaining a high-touch resident experience.