Property Management Coordinator - Freelance, Remote

Magic, Inc; Taguig; Remote; PHP 506,000 - 721,000; Full time

Job summary

Magic, Inc. is hiring a Property Management Coordinator for a freelance, remote role based in the Philippines. You will handle tenant communications, leasing coordination, and vendor follow-ups, supporting a US-based property management client.

Work from home with a flexible schedule; you will manage payments, inspections, and owner updates, while maintaining accurate records in QuickBooks Online or Xero and property management platforms. Typically 40 hours weekly aligned with EST business hours.

Qualifications

• Prior property management experience, such as property management, leasing, or real estate admin support.
• Hands-on use of at least one property management platform such as AppFolio, Buildium, Rent Manager, Yardi, or TenantCloud.
• Working knowledge of QuickBooks Online or Xero and basic bookkeeping (payments, invoices, receipts, reconciliation).
• Understanding of how leases work, including renewals, deposits, late fees, and notices.
• Advanced or fluent English (C1 or higher), spoken and written, with a clear, professional phone presence.

Responsibilities

• Tenant Communication: Answer tenant calls, emails, and texts within set response times; log maintenance requests and send confirmations; send rent reminders and late notices; share move-in/move-out instructions; notify tenants of notices; escalate emergencies.
• Leasing & Lease Administration: Post vacancy listings; respond to inquiries and schedule showings; send applications and track completion; coordinate background/credit/income checks; prepare and send leases for e-signature; track start/end/renewal dates; maintain lease tracker; prepare move-in/out checklists.
• Maintenance Coordination: Create work orders, request/vendor quotes, schedule repairs, confirm access, and follow up until resolution; maintain vendor list with contacts, rates, insurance, licenses; schedule preventive maintenance.
• Light Bookkeeping: Record rent payments; track late fees and balances; enter invoices into QuickBooks/Xero; upload receipts; reconcile bank/credit card statements; track deposits; prepare monthly per-property income/expense reports; collect W-9s; flag unusual charges.
• Admin, Records & Owner Relations: Organize tenant/lease/property files; track policies and due dates; manage calendar for showings/inspections/vendor visits; update tenant/unit database; prepare weekly status summaries; send owner statements; answer owner questions.

Skills

Property management experience

Property management software

QuickBooks Online / Xero

Advanced English

Tenant screening knowledge

Tools

AppFolio

Buildium

Rent Manager

Yardi

TenantCloud

QuickBooks Online

Xero

Job description

Property Management Coordinator - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client

Our client is a US-based property management business that oversees residential rental properties, including single-family and multifamily units, on behalf of property owners. They're growing, and daily tenant communication, leasing paperwork, maintenance follow-ups, and bookkeeping are taking up more of their time. They're looking for a dependable, detail-oriented coordinator who can keep operations running smoothly and know when to bring them in.

Why does this role exist?

The client needs to step back from daily tenant and admin work without anything slipping through the cracks. This role exists to take over day-to-day operations, from tenant communication and leasing to maintenance coordination, light bookkeeping, and owner updates. In your first 30 days, you'll learn their systems, properties, tenants, and vendors, and handle requests quickly and independently so the client can trust you to run the day-to-day.

The Impact you’ll make

Tenant Communication

• Answer tenant calls, emails, and texts within set response times
• Log maintenance requests and send confirmation to the tenant
• Send rent reminders before the due date and late notices after
• Share move-in and move-out instructions
• Send building notices about inspections, water shutoffs, pest control, or repairs
• Escalate emergencies to the property manager right away

Leasing & Lease Administration

• Post vacancy listings on Zillow, Apartments.com, Facebook Marketplace, and similar sites
• Respond to prospect inquiries and schedule showings
• Send rental applications and track which ones are complete
• Coordinate background, credit, and income checks through the screening platform
• Prepare lease agreements from approved templates for review, then send for e-signature and follow up until signed
• Track lease start dates, end dates, and renewal deadlines, and send renewal offers 60 to 90 days before expiration
• Keep a lease tracker updated with rent amounts, deposits, and key terms
• Prepare move-in and move-out inspection checklists

Maintenance Coordination

• Create work orders and assign them to the right vendor
• Request and compare vendor quotes
• Schedule repairs and confirm access with tenants
• Follow up until each job is closed and the tenant confirms it’s resolved
• Keep a vendor list with contacts, rates, insurance, and license expiration dates
• Schedule preventive maintenance such as HVAC service, gutter cleaning, and smoke detector checks

Light Bookkeeping

• Record rent payments and match them to each unit
• Track late fees and outstanding balances
• Enter vendor invoices and bills into QuickBooks, Buildium, AppFolio, or the owner’s system
• Upload and categorize receipts
• Reconcile bank and credit card transactions monthly
• Track security deposits and prepare deposit return calculations
• Prepare a simple monthly report per property showing income, expenses, and net
• Collect W-9s from vendors and keep records ready for 1099s
• Flag unusual charges or missing payments to the owner

Admin, Records & Owner Relations

• Keep tenant, lease, and property files organized in a shared drive
• Track insurance policies, permits, and property tax due dates
• Manage the property manager’s calendar for showings, inspections, and vendor visits
• Update the tenant and unit database after every change
• Prepare a weekly status summary covering vacancies, open work orders, overdue rent, and upcoming renewals
• Send monthly owner statements and get owner approval for repairs above a set dollar limit
• Answer basic owner questions about their property

Skills, Knowledge and Expertise

Required

• Prior property management experience, such as property management, leasing, or real estate admin support
• Hands-on use of at least one property management platform such as AppFolio, Buildium, Rent Manager, Yardi, or TenantCloud
• Working knowledge of QuickBooks Online or Xero and basic bookkeeping (payments, invoices, receipts, reconciliation)
• Understanding of how leases work, including renewals, deposits, late fees, and notices
• Advanced or fluent English (C1 or higher), spoken and written, with a clear, professional phone presence

Your superpowers are...

• Technical
  • Property management platforms (AppFolio, Buildium, Rent Manager, Yardi, TenantCloud)
  • QuickBooks Online or Xero for payment tracking, invoice entry, and reconciliation
  • Google Workspace or Microsoft 365, especially spreadsheets and shared drives
  • E‑signature tools such as DocuSign or Dropbox Sign
  • Phone systems such as RingCentral, OpenPhone, or Google Voice
  • Working knowledge of tenant screening and US fair housing basics
  • Awareness that landlord‑tenant rules vary by state
  • Bonus: experience supporting US landlords or property managers, and with both single‑family and multifamily properties
• Soft skills
  • Very organized and detail‑oriented, especially with numbers and dates
  • Calm and polite with upset tenants
  • Clear, professional communication on calls and in clean, error‑free emails and notices
  • Following up without being reminded
  • Prioritizing when several urgent requests arrive at once
  • Good judgment about when to elevate instead of making the call on your own
  • Handling confidential tenant and financial information responsibly
  • Learning new systems quickly

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You’ve worked in property management and enjoy keeping a busy portfolio running smoothly
• You stay calm and courteous when a tenant is frustrated or a repair is urgent
• You like owning a process from start to finish, from the work order to the tenant confirming it’s fixed
• You check your numbers and dates twice and take pride in clean records
• You follow up without being asked and don’t let loose ends sit
• You know when to make the call and when to bring in the property manager
• You can be trusted with sensitive tenant and financial information
• You want to become a trusted right hand to your client

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• 9:00 AM to 5:00 PM Eastern Time

Compensation:

• $7 per hour
• No benefits package included