Residential Property Coordinator

MaineGuide; Portland, Northern (ME, KY); Hybrid; USD 33,000 - 39,000; Full time

Benefits offered by this job

12 paid holidays

Hybrid work schedule

Paid parking

Job summary

Boulos Asset Management in Portland, ME is seeking a Residential Property Coordinator to handle administrative tasks, leasing, and resident services for assigned properties. You will manage lead follow-up, showings, renewals, and invoicing while ensuring compliance with Fair Housing laws.

The role emphasizes organization, reliability, and strong communication, with routine interaction with residents, vendors, and colleagues. Hybrid work is available in Portland.

Qualifications

• Prior property management, residential leasing, customer service, or administrative experience preferred.
• Knowledge of Fair Housing laws, standards, and practices.
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Detail-oriented with strong follow-through and problem-solving abilities.
• Basic knowledge of accounting and invoice processing preferred.
• Proficient in Microsoft Office, including Word and Excel.
• Ability to learn and utilize new software systems and property management platforms.
• Comfortable working independently while also collaborating with a team.
• Must be able to pass a criminal background check and have a valid driver's license.

Responsibilities

• Manage the residential leasing process from inquiry to move-in.
• Respond to inquiries and follow up on leasing leads promptly.
• Ensure leasing activities comply with Fair Housing laws and policies.
• Conduct apartment showings and provide unit information.
• Manage lease renewals and renewal documentation.
• Monitor availability and update listings and marketing materials.
• Develop and maintain property marketing materials and listings.
• Maintain accurate resident, applicant, lease, and property records.
• Coordinate with vendors and maintenance technicians.
• Prepare and distribute resident communications and notices.
• Provide excellent customer service and escalate to the Property Manager as needed.
• Support the Property Manager with daily administrative tasks.

Skills

Customer service

Organization

Time management

Detail-oriented

Interpersonal skills

Lease knowledge

MS Excel

MS Word

Tools

Microsoft Word

Excel

Job description

Job Overview:

Boulos Asset Management, Maine’s largest commercial real estate management company, is seeking a dedicated, self-motivated individual to join our residential property management team. The Residential Property Coordinator provides professional administrative, leasing, and resident services for an assigned group of apartment buildings and residential communities.

This position will support the day-to-day operations of residential properties, including managing the residential leasing process, apartment showings, lead follow-up, waitlist management, lease renewals, property marketing, resident communication, and invoice processing. The ideal candidate is organized, personable, detail-oriented, and comfortable balancing administrative responsibilities with frequent interaction with prospective and current residents.

We are Seeking A Candidate Who Is:

• Dependable -- more reliable than spontaneous.
• People-centered -- enjoys interacting with residents, prospective residents, vendors, and coworkers and provides excellent customer service.
• Detail-oriented -- ensures all work submitted has been reviewed for accuracy and completeness.
• Efficient -- able to manage multiple priorities and deadlines in a fast-paced environment.
• Autonomous/Independent -- possesses strong time management skills and is willing to take initiative.
• Professional and personable -- represents the company positively when communicating with prospective and current residents.

Responsibilities:

Duties and skills include, but are not limited to the following:

• Manage the residential leasing process from initial inquiry through move-in, including lead follow-up, applications, lease preparation, execution, and move-in coordination.
• Respond to prospective resident inquiries and consistently follow up on leasing leads in a timely and professional manner.
• Ensure all leasing activities are conducted in compliance with Fair Housing laws and company policies.
• Conduct apartment showings and provide prospective residents with information regarding available units, properties, amenities, rental requirements, and community features.
• Manage the lease renewal process, including tracking upcoming expirations, communicating renewal options, preparing renewal documentation, and coordinating execution of renewal agreements.
• Monitor apartment availability and ensure rental listings and marketing materials are accurate and up to date.
• Develop and maintain property marketing materials and online apartment listings to attract qualified prospective residents.
• Maintain accurate resident, applicant, lease, and property records.
• Communicate regularly with current and prospective residents regarding leasing, renewals, property questions, and general resident needs.
• Coordinate apartment turnover activities, including scheduling vendors and Maintenance Technicians, tracking unit readiness, and coordinating showings of upcoming vacancies.
• Process and code invoices for assigned residential properties and ensure expenses are properly allocated.
• Assist with tracking property expenses, vendor invoices, and other administrative accounting functions.
• Coordinate with vendors and Maintenance Technicians regarding work orders and property needs.
• Prepare and distribute resident communications, notices, and other property management correspondence.
• Provide excellent customer service and respond to resident concerns, escalating issues to the Property Manager when appropriate.
• Support the Property Manager with day-to-day administrative and operational responsibilities for assigned residential properties.
• Perform other related duties as assigned.

Qualifications:

• Prior property management, residential leasing, customer service, or administrative experience preferred.
• Knowledge of Fair Housing laws, standards, and practices.
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Detail-oriented with strong follow-through and problem-solving abilities.
• Basic knowledge of accounting and invoice processing preferred.
• Proficient in Microsoft Office, including Microsoft Word and Excel.
• Ability to learn and utilize new software systems and property management platforms.
• Comfortable working independently while also collaborating with a team.
• Must be able to pass a criminal background check.
• Must have a valid driver's license and reliable transportation.
• Ability to walk properties, climb stairs, and inspect apartment units as needed.

Additional Benefits:

• 12 paid holidays
• Hybrid work schedule
• Paid parking

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Portland, ME 04101