Remote Property Management & Administrative Coordinator

Position Overview
We are seeking a highly organized, dependable and proactive Remote Property Management & Administrative Coordinator to work directly alongside the property owner and Property Manager. The immediate purpose of this position is to create stronger administrative oversight across a diverse real estate portfolio so that rent payments, tenant communication, lease renewals, lease expirations, maintenance requests, delinquency follow-up and other important property-management items are consistently tracked and do not fall through the cracks.
The portfolio includes apartment properties, single-family homes, healthcare/residential care properties and commercial real estate, including the Longpoint commercial property consisting of retail space with six warehouse units behind it.
The Property Manager, Karen, remains the primary boots-on-the-ground representative and currently works Monday, Wednesday and Friday. This remote position will provide consistent Monday-through-Friday administrative coverage and will be especially important as the Property Manager may take time away over the coming months. The remote coordinator will support - not replace - the Property Manager by maintaining the administrative systems, follow-up and visibility needed by ownership.
Core Objective
Streamline Property Management operations so that no tenant, payment, renewal, expiration, eviction-related follow-up, maintenance request or administrative deadline is missed. The coordinator should create a reliable system that gives ownership and Property Management a clear, current picture of what is paid, what is outstanding, what is expiring and what requires action.

1. Rent Roll & Payment Oversight
Review rent rolls and tenant payment activity through RentCafe and other company systems.
Verify that rent payments have been received and properly recorded and maintain an accurate list of unpaid, partially paid and delinquent accounts.
For apartment properties, begin required tenant follow-up when rent has not been received by the 3rd of the month.
For healthcare properties, begin required tenant follow-up when rent has not been received by the 5th of the month.
Monitor commercial and other properties according to the payment requirements contained in their individual leases.
Provide ownership and the Property Manager with regular, organized reporting on outstanding rent, balances, late accounts and required next actions.

2. Delinquent Tenant & Eviction-Related Follow-Up

When required rent is not received by the applicable deadline, the coordinator will promptly begin the company's communication and escalation process. The position is responsible for making sure delinquent matters are actively tracked through resolution and that required administrative steps are not overlooked.

Send appropriate email and text-message notifications.
Place telephone calls to tenants when required.
Document communication attempts, tenant responses and promised payment dates.
Maintain a clear delinquency and escalation list for management.
Track eviction-related deadlines, notices and documentation as directed by ownership or Property Management.
Immediately escalate matters requiring legal action, lease modification, fee waivers, payment arrangements or ownership decisions.

Authority limitation: The remote coordinator may administer established company procedures but may not independently waive rent or fees, modify lease terms, approve special payment arrangements, initiate legal proceedings or make other ownership-level decisions unless specifically authorized.

3. Lease Management & Renewal Tracking
Confirm that every tenant has a current, properly executed lease on file.
Maintain accurate lease start dates, expiration dates, renewal status and other critical lease information.
Maintain 30-, 60- and 90-day lease expiration visibility for management.
Ensure every tenant is notified no later than 60 days before lease expiration regarding the upcoming renewal or expiration.
Follow up regarding the tenant's intention to renew, vacate or discuss revised terms with management.
Track incomplete renewals, missing signatures and expired leases until resolved.
Escalate lease terms or renewal decisions requiring ownership approval.

4. RentCafe & Maintenance Request Administration
The coordinator will monitor RentCafe maintenance requests and help ensure requests are acknowledged, assigned, tracked and completed. Ownership will provide the coordinator with approved maintenance personnel and contact information so routine requests can continue to move forward when the Property Manager is unavailable.

Review and categorize incoming maintenance requests.
Route routine requests to approved maintenance personnel.
Track assigned, scheduled, in-progress and completed work orders.
Follow up with maintenance personnel and tenants when necessary to verify completion.
Escalate emergencies, recurring problems, unusual repairs or any work expected to exceed the $200 authorization threshold.
Maintain records of maintenance communications, costs and completion status.

5. Property Manager & Ownership Support

Provide continuous administrative support to Karen and the property owner.
Prepare tenant, rent, delinquency, lease-expiration, renewal and maintenance reports.
Create organized follow-up lists and ensure assigned items are carried through to completion.
Maintain vendor and maintenance contact information and property records.
Assist with tenant communications and administrative documentation.
Help maintain continuity on Tuesdays and Thursdays and during periods when the Property Manager is away.
Escalate significant operational, financial, legal or tenant issues promptly.

6. Required Management Reporting

7. Working Hours & Availability
The expected work schedule is Monday through Friday, 8:00 AM to 5:00 PM Central Time (Texas time). Because this is an international remote position, the employee must be able to consistently work these hours regardless of their local time zone. Reliable attendance and responsiveness during the scheduled workday are essential because the coordinator will communicate with ownership, the Property Manager, tenants, maintenance personnel and vendors in Texas.

8. Future Growth of the Position
The initial and majority focus of this role will be Property Management administration and oversight. As the employee develops knowledge of the businesses, systems and ownership expectations, additional responsibilities may gradually be assigned over a period of months. Ownership is involved in both real estate/property management and a Fire Protection company, and the successful candidate may eventually assist with selected executive, administrative or operational tasks on the owner's behalf.
These additional responsibilities are not expected immediately. They will be introduced as trust, reliability, judgment, accuracy and demonstrated ability grow. The position has the potential to develop into a broader Executive Administrative / Operations Coordinator role.

9. Qualifications & Characteristics
Prior experience in property management, real estate administration, bookkeeping/accounting support or executive administration is preferred.
Strong organizational skills and exceptional attention to deadlines and details.
Excellent written and verbal English communication.
Confidence communicating professionally with tenants by phone, text and email.
Comfort reviewing rent rolls, tenant ledgers, lease dates and payment records.
Ability to maintain spreadsheets, reports, tracking systems and organized electronic records.
Ability to work independently while knowing when an issue requires escalation.
High degree of confidentiality, professionalism, discretion and reliability.
Experience with RentCafe or comparable property-management software is strongly preferred.

10. Remote Technology Requirements

Reliable high-speed internet and dependable computer equipment.
Professional and quiet remote working environment.
Video-meeting capability and reliable telephone/communication access.
Ability to use company email, cloud storage, spreadsheets, property-management software and other online systems.

What Success Looks Like
The successful coordinator creates a system where ownership can quickly determine: who has paid; who is late; what leases are approaching expiration; whether 60-day renewal notices have been sent; what tenant follow-up is outstanding; what maintenance has been assigned or completed; what items exceed $200 and need ownership approval; and what issues require immediate management attention.

POSITION OBJECTIVE: Create consistent administrative oversight across the entire property portfolio so that rent, leases, renewals, tenant communications, maintenance requests, delinquency matters, eviction-related follow-up and management deadlines are organized, documented and acted upon without important items being missed.


Schedule of Duties: Monday-Friday, 8:00 AM-5:00 PM Central Time (Texas)
Primary Focus: Property management administration, rent oversight, lease management, tenant follow-up and maintenance coordination