Property Management Operations Coordinator (Real Estate)- 22168914191

Location: Remote, LATAM

Employment Type: Full-Time, ICA

Schedule: U.S. Business Hours overlap required

Compensation: ($1,600 – $1,800 USD/month equivalent) depending on experience

Reports To: Regional Manager, with collaboration across property management and accounting teams

Our client is a growing U.S.-based property management organization dedicated to delivering exceptional residential experiences across multi-family and student housing communities.

The organization combines hands-on operational leadership with modern property management software to ensure seamless building operations, resident satisfaction, and structured administrative workflows.

They are looking for a highly organized, dependable Assistant to the Regional Manager who can provide daily administrative support, keep property operations structured, and independently manage routine operational tasks.

This is an execution-heavy administrative support role for someone who thrives on organization, possesses excellent attention to detail, and takes pride in taking routine paperwork and scheduling off a senior leader's plate.

This is not an independent financial analysis or property accounting role. The successful candidate will work directly from established procedures, checklists, and templates provided by the Regional Manager, ensuring accurate record-keeping, timely resident follow-ups, vendor invoice collection, and smooth day-to-day property coordination.

The Assistant to the Regional Manager will handle the day-to-day administrative engine for property operations across assigned regional portfolios.

Approximately 80–85% of the role will focus on direct administrative execution, resident/leasing support, maintenance scheduling, and document coordination, with approximately 15–20% focused on basic invoice tracking, data entry, and record organization.

The ideal candidate can take direction, follow established property SOPs, update AppFolio records accurately, and ensure that deadlines, lease renewals, and maintenance requests are tracked through to completion.

This includes:

• Maintaining calendars, scheduling meetings, and tracking assignment deadlines

• Preparing lease and renewal documents using approved company templates

• Tracking required renters insurance, move-in/move-out paperwork, and student housing records

• Coordinating maintenance work orders, property inspections, and vendor scheduling

• Organizing vendor invoices, entering approved expense data, and routing discrepancies

• Running AppFolio reports and keeping property availability and ad listings current

The successful candidate should be comfortable following established checklists, working with structured processes, communicating professionally, and asking for guidance whenever non-routine exceptions arise.

• Maintain regional calendars, schedule meetings, organize property visits, and track team deadlines.

• Organize digital documents, correspondence, and property records in designated cloud drives.

• Pull, format, and distribute routine AppFolio property reports as requested by the Regional Manager.

• Complete accurate data entry and record updates using specific instructions provided by leadership.

• Prepare and distribute approved lease and renewal agreements using standard templates.

• Track signature statuses, missing paperwork, and required renters insurance expirations in AppFolio.

• Update apartment availability, ad listings, and approved rental rates across designated platforms.

• Assist with student housing documentation, household changes, and routine resident communications.

• Schedule vendor maintenance, property inspections, and punch list items assigned by leadership.

• Communicate scheduling logistics to site staff and vendors, tracking items through completion.

• Organize inspection notes and photos, flagging delays or property safety concerns immediately.

• Collect, organize, and match vendor invoices, receipts, and supporting documents for manager review.

• Enter approved invoice information using expense codes provided by the Regional Manager or accountant.

• Route missing vendor details, billing discrepancies, or coding questions to appropriate team members.

• 2+ years of hands-on experience in administrative support, executive assistance, or office coordination.

• Strong proficiency in document organization, digital record-keeping, and calendar management.

• Excellent command of written and spoken English with strong business communication skills.

• High comfort level with spreadsheets (Google Sheets / Excel), cloud drives, and learning new software platforms.

• Prior administrative experience in property management or familiarity with AppFolio is a strong plus, but not required.

Experience with some combination of:

• AppFolio (or comparable Property Management Software like Yardi, Buildium, RealPage)

• Google Workspace (Gmail, Calendar, Drive, Sheets, Docs)

• Microsoft Office (Excel, Word)

• Cloud Document Platforms & E-Signature Tools (DocuSign, HelloSign)

• Zoom, Slack, or Microsoft Teams

• Highly organized with meticulous attention to detail

• Dependable with reliable follow-through on recurring tasks

• Clear, professional, and courteous communication style

• Strong process-following instincts and comfort working with checklists

• Discreet when handling confidential resident and company information

• Proactive in reporting roadblocks and asking clarifying questions

The ideal candidate is a reliable, process-driven administrative professional who finds satisfaction in keeping systems neat, accurate, and up to date. You take pride in being the organizational backbone of a team—ensuring no email goes unanswered, no lease document goes missing, and no invoice gets misfiled. You are comfortable working under explicit guidelines, using checklists to drive your day, and escalating complex judgment calls to the Regional Manager without delay.

Property management succeeds or fails on operational discipline. By handling essential scheduling, document tracking, AppFolio updates, and invoice collection, the Assistant to the Regional Manager removes routine administrative friction from property operations—allowing the Regional Manager to focus on high-level strategy, tenant satisfaction, and financial performance.