Property Management Coordinator
Full Time • Rehoboth Beach, DE
Benefits:
- Health insurance
- Paid time off
- Vision insurance
Job Title: Property Management Coordinator – Long-Term Rentals (Quad States)
Department: Property Management
Reports To: Property Manager
Primary Location: Quad States Region (VA, WV, MD, and PA)
Additional Support: Other markets as needed (non-field tasks)
Employment Type: Full-Time (some weekends required)
Position Overview
The Property Management Coordinator supports the day-to-day administration operations of a long-term rental portfolio, with a primary focus on the Quad States region. This role is responsible for tenant communication, lease administration, reporting, inspections, and coordination with maintenance and leadership.
This position also includes local field responsibilities such as inspections, putting lockboxes on vacant homes, place signage, and basic property photos. It will also support other company locations with administrative and system-based tasks. This role helps ensure consistent excellent customer service, accurate documentation, and timely follow-up across all managed properties.
Core Responsibilities
Tenant Support & Communication
-
Serve as the primary point of contact for tenant inquiries and requests
- Respond to tenant issues in a timely and professional manner
- Generate and send tenant notices (late rent, lease violations, reminders, etc.)
- Document all tenant communication in AppFolio
Rent Tracking & Delinquency
-
Review delinquency reports on a regular cadence
- Send required notices, including 5-day pay-or-quit notices
- Track deadlines and compliance requirements
- Gather and prepare documentation for attorney or court filings when needed
- Escalate owner-impact or legal-risk items to the assigned Property Manager / BD & Owner Relations representative
Lease Administration & Renewals
-
Prepare and process new leases and lease renewals
- Track lease expirations and renewal timelines
- Ensure all executed documents are properly uploaded and stored
- Coordinate renewal execution, with pricing and strategy determined by leadership
Vacancy & Portfolio Reporting
-
Monitor vacancy reports and upcoming availability
- Ensure rental listings are updated and accurate
- Flag prolonged vacancies or concerning trends for review
- Assist with listing coordination as needed
Help with Maintenance Coordination
-
Coordinate with the Maintenance Coordinator on active work orders
- Review weekly maintenance and work order reports
- Ensure tenant maintenance requests are properly logged, tracked, and followed up
- Escalate unresolved or emergency maintenance issues as appropriate
- Maintain clear documentation of maintenance activity in AppFolio
Vendor & Inspection Coordination
-
Assist with vendor communication, estimates, and job tracking
- Schedule and conduct property inspections as assigned
- Prepare inspection checklists and document findings
- Create and track work orders resulting from inspections
- Follow up on corrective actions to completion
Marketing & Leasing Support
-
Assist with posting and maintaining rental listings
- Respond to tenant rental inquiries and leasing leads
- Add and track leads in the CRM
- Coordinate and perform field tasks, including:
- Installing and removing signage
- Installing and removing lockboxes
- Taking basic property photos as needed
- Installing and removing signage
- Coordinate with leadership on listing materials and updates
Systems, Reporting & Documentation
-
Maintain accurate and complete tenant and owner records in AppFolio
- Upload and organize all required documentation
- Regularly review and monitor:
- Delinquency reports
- Lease expiration reports
- Vacancy reports
- Delinquency reports
- Provide regular updates and flag issues to the Senior Property Manager
Collaboration & Escalation
-
Work closely with:- Property Managers
- Maintenance Coordinator
- Accounting and leadership as needed
- Property Managers
- Escalate issues involving:
- Legal or compliance risk
- Owner dissatisfaction
- Repeated tenant issues
- Emergency maintenance situations
- Legal or compliance risk
Qualifications
-
Property management or related experience preferred
- Comfortable working in AppFolio or similar property management software
- Willingness and ability to travel locally for inspections and field tasks
- Strong organizational skills and follow-through
- Clear communication and sound professional judgment
- Ability to manage multiple deadlines and priorities
Benefits
- 401(k)
- Health, dental, and vision insurance
- Paid vacation
- Retirement plan
Salary depends on experience.
Contact Information: Teresa Bratcher, Vice President of Talent Attraction
Phone: 937-287-6083
Additional Information
This position description is only meant to be a representative summary of the duties and responsibilities performed by incumbents of this position. Incumbents may be requested to perform tasks other than those stated in this description. The company reserves the right to revise or change this job description as the need arises.
Compensation: $40,000.00 - $45,000.00 per year
"Our core values are pretty simple, just do the right thing."
Steve DuBrueler, Founder & CEO of Coldwell Banker Premier
Globally Known. Locally Owned
Coldwell Banker Premier is a powerhouse in the Mid-Atlantic. We are a real estate firm with 17 offices and over 250 agents. Although we are widespread, our offices are very community-focused and function like small companies. Each office has their own unique culture that's mae possible by the collaboration of our agents, brokers, and staff.
We are licensed in VA, WV, MD, NC, PA, DE, and DC.
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Training
Our Coldwell Banker University trainings are curated by award-winning trainers from around the country and always available for you. Our localized company and office trainings are catered towards your business needs.
1:1 Manager Support
The sales management staff is here to help. Our managers all have decades of experience in real estate sales & business growth and are here to help whether you're in you are still in the process of getting licensed or you have been in the business for years.
Health & Wellness Plans
Maintaining a well-rounded & balanced life can be challenging in an industry like real estate sales. That's why we've developed a unique health & wellness plan that includes agent health, vision and life insurance, 401k and deferred compensation plans.
Your Brand, Your Way
With the global Coldwell Banker brand as your foundation, we allow you to create and grow your personal brand in your own unique way. Our Design Concierge service will even pair you with professional design professionals to create stunning logos and brand packages to help you stand out.
Global Network
Our global network is 100,000+ agents strong and includes incredible networking opportunities to help grow your business. We are one of the top referral companies in the nation, creating more business opportunities for you to connect with buyers and sellers in your local market.
Marketing
CB marketing is professional and user-friendly. We have automated listing marketing that includes things from postcards to single-property websites, all created FOR you.
Global Luxury
Our Global Luxury program helps create a national price premium of 20% over the NAR average. CB listings sell for more and faster, helping you close more volume while not needing to increase your units and time invested.
Boost/Homespotter
Boost by Homespotter shaves a ton of time from Facebook and IG ad creation and is a tremendous source of leads either for you or to sell to other agents for passive income.
Professional Photography
We pay $150 per residential listing for photography to help ensure the highest quality standards.