Property Management Coordinator

Mon Ami Real Estate; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) with company match

10 paid holidays

PTO starting at 15 days

Job summary

Mon Ami Real Estate is seeking a Property Management Coordinator for our Chicago office and CHA portfolio (98 units under HUD Mixed-Finance). You will own rent collections, vendor coordination, and maintenance workflow, ensuring timely actions and accurate records.

The role is hands-on, in-office, with a focus on coordination, compliance support, and daily office operations to support asset performance and NOI growth.

Qualifications

• 3+ years in property management, collections, accounts receivable, or office/maintenance coordination.

Responsibilities

• Manage rent collection end-to-end and tenant ledgers.
• Oversee aging reports, delinquencies, and payment plans.
• Prepare and service late notices and legal documentation as needed.
• Handle work orders, vendor dispatch, and tracking to completion.

Skills

Property management

Work order management

Communication

Organization

Excel

Google Workspace

Driver's license

Education

High school diploma

Associate's degree

Bachelor's degree

Tools

Yardi experience

Job description

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.

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
• Paid parental leave