Property Management Coordinator

HireHive; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

Paid holidays

PTO starting at 15 days

Parental leave

Job summary

Mon Ami Real Estate in Chicago, IL is seeking a Property Management Coordinator to serve as the operational engine for our Chicago office and HUD Mixed-Finance portfolio.

You will own the rent collections cycle, manage work orders and vendors, and coordinate with condominium associations. This hands-on role requires strong organization, communication, and the ability to work in-office with a collaborative team.

Qualifications

• 3+ years in property management, collections, accounts receivable, office management or maintenance coordination.
• Experience running a work order or dispatch queue.
• Comfort discussing past-due balances with tenants and holding vendors to commitments.
• Excellent organizational and time management skills.
• Strong verbal and written communication with discretion for confidential information.
• Ability to take initiative, adapt to priorities, and multi-task in a fast-paced environment.
• Proficiency in Google Workspace and Excel.
• Valid driver's license and reliable transportation; high school diploma required; Associate's or Bachelor's degree preferred.

Responsibilities

• Rent collection end to end across residential portfolio, including ledgers and security deposits.
• Manage work orders from intake to closure and track completion.
• Coordinate with maintenance staff and triage emergency requests within 24 hours.
• Source licensed, insured vendors and track COI, W-9s, and contracts.
• Coordinate with condo boards and managing agents for access and scheduling.
• Support HUD recertification processes and preparation of basic calculations.
• Prepare CHA-required files and assist with waiting lists and move-ins/outs.
• Oversee office operations including supplies, IT setup, and onboarding coordination.

Skills

Organizational skills

Time management

Verbal and written communication

Initiative

Adaptability

Attention to detail

Education

High school diploma

Associate's or Bachelor's degree in property management or related field

Tools

Google Workspace

Excel

Job description

Property Management Coordinator

Chicago, IL · In-Office

ABOUT MON AMI REAL ESTATE

Mon Ami Real Estate is a value-driven investor-operator specializing in sub-$20 million retail and industrial properties across the United States. The firm focuses on the overlooked middle market, targeting assets with intrinsic value and clear opportunities for operational improvement and value creation.

Over the past 15 years, Mon Ami has acquired more than 350 properties across 30+ states and currently manages a portfolio exceeding $400 million in value. Unlike many institutional real estate firms, Mon Ami is highly action-oriented. Team members work directly with property-level ownership decisions rather than behind layers of process, and have real visibility into how their work drives NOI and asset performance.

THE OPPORTUNITY

The Property Management Coordinator is the operational engine behind Mon Ami's Chicago office and our public housing portfolio — 98 units held under HUD's Mixed-Finance Program and leased to the Chicago Housing Authority, spread across four Old Town developments and seven condominium associations.

You will own the rent collections cycle end to end across our residential portfolio, and you will be the person tenants actually reach when they call about a balance. You will also manage work orders and vendors — our CHA units sit inside multiple condominium buildings, which makes getting a qualified, insured vendor to the right unit at the right time genuinely hard. Around those two, you will support the occupancy side of the CHA portfolio under the Property Manager, who owns the compliance determinations themselves.

This is a hands-on, in-office role, not a remote administrative one. Rent arrives here, resident files stay here, and tenants, vendors, and the team all need a consistent person to reach.

WHAT YOU’LL OWN

• Rent collection end to end across the residential portfolio — posting payments, maintaining tenant ledgers, reconciling receipts in Yardi, and handling deposits and the security deposit ledger including Illinois-required interest
• The monthly aging report — identifying delinquencies, making and documenting collection contact, tracking payment plans, and escalating to the Property Manager on schedule
• Preparation and service of late notices, 5-day and 14-day notices, and supporting documentation for legal action as directed
• The work order queue from intake to closure — logging every tenant request in Yardi, dispatching it, and tracking it to completion with no request going quiet
• Day-to-day coordination of in-house maintenance staff, and triage of emergency requests, which require a response within 24 hours
• A reliable vendor bench for the CHA portfolio — sourcing licensed, insured contractors willing to service scattered-site units, obtaining bids, and tracking Certificate of Insurance compliance, W-9s, and service contracts
• Coordination with condominium association boards and managing agents on access and scheduling, plus work order aging reporting and deficiency items from REAC, housing authority, and annual inspections tracked to documented closure
• Support for the HUD recertification process — sending notices, collecting documents, preparing basic calculations, and scheduling signing appointments
• CHA quality control — preparing files in the exact format CHA requires, waiting list and resident selection support, and move-in and move-out paperwork scanned into the system
• The office itself — repairs and improvements, equipment upkeep, supply and pantry inventory, kitchen and conference room resets, and lunch and event coordination
• Mail and packages, including certified mail and a digital system for tracking and distributing incoming mail
• Expense tracking and reconciliation, purchase orders, and invoice processing, routing any expenditure over the owner approval threshold before work is committed
• General clerical support — phones, visitors, document preparation, scheduling, and HR onboarding coordination — plus championing office milestones and celebrations
• IT setup and basic troubleshooting, Google Drive file organization, lease administration and database support, marketing and website support as needed, and process improvements across office and property workflows

WHAT WE’RE LOOKING FOR

• 3+ years in property management, collections, accounts receivable, office management, or maintenance coordination — a role where you were accountable for things getting done on time
• Demonstrated ability to run a work order or dispatch queue — you know the difference between logging a request and closing it
• Comfort having direct, professional conversations about past-due balances, and equal comfort holding a vendor to a commitment
• Excellent organizational and time management skills, with the discipline to own a recurring calendar without being chased
• Strong verbal and written communication, professionalism, and empathy; discretion with confidential resident and tenant information
• Ability to take initiative, adapt to changing priorities, and multi-task in a fast-paced environment
• Google Workspace proficiency and strong Excel; tech-savvy enough to learn and implement new tools quickly
• Valid driver's license and reliable transportation; high school diploma or equivalent required, Associate's or Bachelor's degree in property management or a related field preferred

Preferred: Yardi experience, particularly the maintenance and work order modules; an existing network of Chicago trade vendors; knowledge of HUD regulations and Chicago Housing Authority policies; prior exposure to recertifications, waiting lists, or REAC inspections; Certified Occupancy Specialist (COS) or willingness to obtain it; Spanish language skills.

COMPENSATION & STRUCTURE

Base compensation range is $60,000–$70,000, commensurate with experience. This role is based in Chicago, IL and works in the office Monday through Thursday, optional WFH on Friday, with travel to portfolio assets as needed for inspections, vendor walks, move-ins and move-outs, and lease signings.

Benefits include medical, dental, and vision coverage with premiums shared by Mon Ami and no waiting period — coverage begins the first of the month following hire — a 401(k) plan with a company match of up to 3.5% of eligible compensation and immediate vesting, 10 paid holidays, PTO starting at 15 days annually and increasing with tenure, and paid parental leave.