Property Management Coordinator

Coldwell Banker Premier LLC; Winchester (VA); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid vacation

Job summary

Coldwell Banker Premier is seeking a Property Management Coordinator to support a quad-states long-term rental portfolio of about 250 properties. The role works with the Property Manager to keep daily operations organized, communicates with owners and residents, and ensures timely follow-up on calls, emails, and tasks.

This full-time, office-based position covers properties across the Quad States with local/regional travel.

Qualifications

• At least one year of property management experience.
• Excellent telephone, email, and in-person communication skills.
• Comfortable traveling locally and regionally for inspections.
• Valid driver's license and reliable transportation.

Responsibilities

• Answer incoming calls and respond promptly to emails and messages.
• Communicate professionally with property owners, residents, prospective tenants, vendors, and team members.
• Document communications, activities, and follow-up in AppFolio.
• Assist the Property Manager with the daily operation of approximately 250 rental properties.
• Review delinquency, vacancy, lease-expiration, inspection, and work-order reports.
• Prepare and send resident notices in accordance with procedures and laws.
• Assist with new leases, renewals, and related documentation.
• Monitor vacant properties and maintain accurate rental listings.
• Respond to rental inquiries and track prospective-tenant leads.
• Coordinate with the Maintenance Coordinator regarding active work orders.
• Assist with vendor communication, estimates, scheduling, and job tracking.
• Schedule and conduct property inspections as assigned.
• Document inspection findings and create follow-up work orders.
• Install and remove property signs and lockboxes.
• Take basic property photographs when needed.
• Upload and organize documents in AppFolio.
• Escalate emergencies, legal concerns, owner dissatisfaction, and unresolved issues.
• Provide occasional administrative support to real estate agents and other departments.
• Assist with additional projects assigned by the Property Manager or leadership.

Skills

Organizational skills

Time-management

Communication skills

Attention to detail

Multitasking

Reliability

Driver's license

Willingness to travel

Customer service

Tools

AppFolio

Job description

Coldwell Banker Premier is seeking an organized, dependable, and responsive Property Management Coordinator to support our Quad States long-term rental portfolio of approximately 250 properties.

This position works closely with the Property Manager to keep daily operations organized, communicate with property owners and residents, monitor important deadlines, and ensure calls, messages, and assigned tasks receive timely follow-up.

Location & Regional Travel

This is a full-time, office-based position supporting properties throughout the Quad States region. The employee's primary office location will be determined based on business needs and the selected candidate's location.

Potential office locations include Winchester, Front Royal, Mount Jackson, Harrisonburg, Hagerstown, Martinsburg, Shepherdstown, Berkeley Springs, Cumberland, Bedford, and Everett.

Regular local and regional travel is required for property inspections, lockbox and signage coordination, property photographs, and other field-related responsibilities. This is not a remote or work-from-home position. Occasional weekend work may be required.

Key Responsibilities

• Answer incoming calls and respond promptly to emails and messages
• Communicate professionally with property owners, residents, prospective tenants, vendors, and team members
• Document communications, activities, and follow-up in AppFolio
• Assist the Property Manager with the daily operation of approximately 250 rental properties
• Review delinquency, vacancy, lease-expiration, inspection, and work-order reports
• Prepare and send resident notices in accordance with company procedures and applicable laws
• Assist with new leases, renewals, and related documentation
• Monitor vacant properties and help maintain accurate rental listings
• Respond to rental inquiries and track prospective-tenant leads
• Coordinate with the Maintenance Coordinator regarding active work orders
• Assist with vendor communication, estimates, scheduling, and job tracking
• Schedule and conduct property inspections as assigned
• Document inspection findings and create follow-up work orders
• Install and remove property signs and lockboxes
• Take basic property photographs when needed
• Upload and organize documents in AppFolio
• Escalate emergencies, legal concerns, owner dissatisfaction, and unresolved issues to the Property Manager
• Provide occasional administrative support to real estate agents and other company departments as needed
• Assist with additional projects assigned by the Property Manager or leadership

Required Qualifications

• At least one year of property management experience
• Strong organizational and time-management skills
• Excellent telephone, email, and in-person communication skills
• Consistent follow-through and attention to detail
• Ability to manage multiple priorities, deadlines, and interruptions
• Comfortable communicating with property owners and residents
• Comfortable using property management software and other web-based systems
• Valid driver's license and reliable transportation
• Ability and willingness to travel locally and regionally for inspections and other field assignments
• Dependable attendance and the ability to work from an assigned regional office during scheduled hours

Preferred Qualifications

• Experience using AppFolio or similar property management software
• Experience with long-term residential rental properties
• Familiarity with leases, renewals, delinquency procedures, inspections, and maintenance coordination

Ideal Candidate

The ideal candidate is responsive, organized, and comfortable working in a busy property management environment. This person answers calls, follows through on commitments, keeps accurate records, and recognizes when an issue needs to be escalated. They should enjoy supporting a team and helping both property owners and residents receive consistent, professional service.

Schedule

• Full-time
• Office-based position
• Regular local and regional travel
• Some weekend availability may be required

Benefits

• Health, dental, and vision insurance
• Paid vacation

Compensation

Salary depends on experience.

Coldwell Banker Premier reserves the right to revise the duties and responsibilities of this position based on operational needs.