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
- 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
- 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
- Escalate issues involving:
- Legal or compliance risk
- Owner dissatisfaction
- Repeated tenant issues
- Emergency maintenance situations
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
Email:
teresabratcher@premiermove.com
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.
Full-Service Real Estate, Backed by Experience
Coldwell Banker Premier is a top-performing real estate brokerage serving the Mid-Atlantic and Florida, with a growing footprint across Virginia, Maryland, Delaware, Pennsylvania, West Virginia, North Carolina, Florida, and Washington D.C.
Grounded in trust, innovation, and strong relationships, we offer a complete real estate experience with in-house support for relocation, mortgage, commercial, auction, and settlement services. Whether you're buying, selling, investing, or building a career in real estate, you'll have everything you need under one roof. This is where the pros are: driven, experienced, and focused on making every move as smooth and successful as possible
Real estate pros you can count on in VA, WV, DE, MD, NC, PA, FL, and Washington D.C.