Remote Property Management Coordinator

Penbrothers International; San Antonio (TX); Remote; USD 45,000 - 65,000; Full time

Benefits offered by this job

Remote work

Global reach & local impact

Growth opportunities

1,400 Filipino jobs empowering global,

Job summary

Penbrothers International is seeking a highly organized Virtual Property Management Coordinator to support a U.S.-based commercial real estate and property management team, handling administrative duties across a multi-property retail portfolio. You will manage calendars, prepare reports, and coordinate tenant communications and work orders.

The role requires excellent English communication, strong attention to detail, and experience in U.S.-based real estate operations.

Qualifications

• At least 2 years of administrative experience in commercial real estate, property management, or a related professional services environment.
• Excellent written and spoken English with strong business communication skills.
• Comfortable handling professional phone calls with U.S.-based tenants, vendors, and internal stakeholders.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Adobe Acrobat/Adobe Sign is preferred.
• Familiarity with property management systems such as AppFolio, Yardi, MRI, or similar platforms is preferred.

Responsibilities

• Manage calendars, meetings, and recurring calls for the Property Management team.
• Prepare meeting agendas, take meeting minutes, and track action items and follow-ups.
• Draft and edit professional emails, reports, memos, announcements, and other communications.
• Coordinate information and updates between Property Management, Asset Management, Leasing, Accounting, and Construction teams.
• Support internal reporting, process updates, and property-level communications.
• Serve as the first point of contact for inbound tenant calls during U.S. Central Time business hours.
• Log tenant calls, maintenance requests, and work orders accurately in the property management system.
• Triage maintenance requests based on urgency and route routine work orders to approved vendors.
• Escalate emergency maintenance matters to the Property Manager immediately.
• Follow up on open work orders through completion and confirm resolution with tenants.
• Assist tenants with portal registration and submission of maintenance requests.
• Monitor and report tenant portal adoption by property.
• Maintain daily property and portfolio data in applicable systems and spreadsheets.
• Prepare monthly portfolio performance summaries, occupancy/vacancy reports, and KPI dashboards.
• Assist with rent rolls, budget packages, CAM reconciliation support, and other property-level reporting.
• Track capital improvement projects, inspection schedules, reporting deadlines, and outstanding action items.
• Identify and flag operational issues, delinquencies, and overdue items to the Property Manager.
• Coordinate vendor onboarding and collect required documentation, including W-9s and certificates of insurance.
• Track vendor insurance expirations and proactively flag upcoming renewals.
• Maintain organized records of vendor contracts, service agreements, and compliance documents.
• Assist with contract and change-order routing for review and signature.
• Coordinate vendor site visits with tenants and ensure updates are properly recorded in the property management system.
• Support tenant communications, including welcome packages, rent notices, inspection scheduling, and general correspondence.
• Maintain accurate and organized digital lease files.
• Upload executed leases, amendments, and other tenant-related documents.
• Track lease-related action items, including upcoming renewals, options, and insurance certificate expirations.
• Coordinate lease abstract uploads with the appropriate lease abstraction platform or service.
• Maintain an organized digital filing system for leases, contracts, inspections, insurance, and compliance documentation.
• Ensure documents are properly filed, version-controlled, and accessible to authorized team members.
• Route documents through electronic signature platforms and track signatures through completion.

Skills

English communication

Organizational skills

Time management

Microsoft Office

Tools

Adobe Acrobat/Adobe Sign

AppFolio

Yardi

MRI

SharePoint

OneDrive

Job description

Penbrothers International is seeking a highly organized Virtual Property Management Coordinator to support a U.S.-based commercial real estate and property management team, handling administrative duties across a multi-property retail portfolio. You will manage calendars, prepare reports, and coordinate tenant communications and work orders.

The role requires excellent English communication, strong attention to detail, and experience in U.S.-based real estate operations.