Property Management Operations Coordinator

AZ REAL ESTATE & PROPERTY MGMT; Phoenix (AZ); On-site; USD 40,000 - 55,000; Full time

Job summary

AZ REAL ESTATE & PROPERTY MGMT is hiring a Property Management Operations Coordinator in Phoenix, AZ. This role is essential for supporting daily operations, coordinating communication between tenants, owners, and vendors, and ensuring all workflows and documentation are accurate.

The ideal candidate will have strong organizational skills, experience in workflow management, and proficiency in systems like AppFolio and Microsoft Office. This unlicensed position supports essential property management functions while ensuring compliance with Arizona law.

Qualifications

• Experience in property management or administrative support preferred.
• Strong organizational and multitasking skills.
• Ability to communicate effectively with various stakeholders.

Responsibilities

• Coordinate daily operations within the Property Management Division.
• Maintain accurate records and documentation for compliance.
• Support team training and onboarding processes.
• Facilitate communication between tenants, owners, and vendors.

Skills

Workflow management

Communication skills

Attention to detail

Proficiency in Microsoft Office

Proficiency in Google Workspace

Tools

AppFolio

Property Meld

ShowMojo

Job description

Job Description

The Property Management Operations Coordinator is responsible for supporting the daily operations of the Property Management Division by coordinating workflows, notices, inspections, renewals, training, compliance tracking, and administrative processes. This position serves as a central point of coordination between tenants, owners, vendors, and internal team members while ensuring company systems, workflows, and documentation remain accurate and up to date.

This is an unlicensed position and may not perform any activities requiring a real estate license under Arizona law. All licensed activities shall be performed under the direction of the Designated Broker or an appropriately licensed team member.

Core Responsibilities

Workflow & Process Management

• Create, document, and maintain company workflows and standard operating procedures.
• Identify workflow gaps and recommend process improvements.
• Assist management with operational audits and accountability tracking.
• Maintain workflow documentation and training resources.

Property Management Administration

• Coordinate PMA renewals and cancellations.
• Assist with notices to tenants and owners as directed.
• Coordinate periodic inspection scheduling and tracking.
• Maintain accurate tenant, owner, vendor, and property records.
• Coordinate utility transfers and utility-related tracking.
• Manage portable AC inventory and chargeback tracking.
• Track monthly meter readings and related reporting.
• Assist with eviction file preparation and coordination under management direction.
• Monitor compliance deadlines and recurring operational tasks.

Team Support

• Schedule and coordinate team training sessions.
• Maintain training calendars and attendance records.
• Assist with onboarding new employees.
• Schedule recurring Property Manager training sessions.
• Assist management with implementation of new systems and procedures.

Communication & Coordination

• Answer incoming calls and direct inquiries appropriately.
• Coordinate communication between departments.
• Follow up on assigned tasks to ensure completion.
• Maintain professional communication with owners, tenants, vendors, and staff.
• Escalate issues requiring management review.
• Assist with company-wide accountability initiatives and follow-up.
• Assist with Showmojo showings.
• Maintain Lockbox log.
• Maintain Key log.
• Sort, scan and file incoming mail.
• Organize OneDrive files.

Systems & Software

Employee must become proficient in:

• AppFolio
• Property Meld
• Follow Up Boss
• ShowMojo
• Microsoft Office
• Google Workspace
• Company communication platforms

Performance Expectations

• Maintain accurate records and documentation.
• Ensure assigned tasks are completed timely and accurately.
• Maintain complete and accurate notes within AppFolio.
• Follow company workflows and procedures.
• Identify operational inefficiencies and recommend solutions.
• Demonstrate professionalism, accountability, and attention to detail.
• Maintain confidentiality regarding company, owner, and tenant information.