Property Management Coordinator - Freelance, Remote at Magic in Taguig City

Job description

About the Client Our client is a US-based property management business that oversees residential rental properties, including single-family and multifamily units, on behalf of property owners. They’re growing, and daily tenant communication, leasing paperwork, maintenance follow-ups, and bookkeeping are taking up more of their time. They’re looking for a dependable, detail-oriented coordinator who can keep operations running smoothly and know when to bring them in. Why does this role exist? The client needs to step back from daily tenant and admin work without anything slipping through the cracks. This role exists to take over day-to-day operations, from tenant communication and leasing to maintenance coordination, light bookkeeping, and owner updates. In your first 30 days, you’ll learn their systems, properties, tenants, and vendors, and handle requests quickly and independently so the client can trust you to run the day-to-day. The Impact you’ll make Tenant Communication Answer tenant calls, emails, and texts within set response times Log maintenance requests and send confirmation to the tenant Send rent reminders before the due date and late notices after Share move-in and move-out instructions Send building notices about inspections, water shutoffs, pest control, or repairs Escalate emergencies to the property manager right away Leasing & Lease Administration Post vacancy listings on Zillow, Apartments.com, Facebook Marketplace, and similar sites Respond to prospect inquiries and schedule showings Send rental applications and track which ones are complete Coordinate background, credit, and income checks through the screening platform Prepare lease agreements from approved templates for review, then send for e-signature and follow up until signed Track lease start dates, end dates, and renewal deadlines, and send renewal offers 60 to 90 days before expiration Keep a lease tracker updated with rent amounts, deposits, and key terms Prepare move-in and move-out inspection checklists Maintenance Coordination Create work orders and assign them to the right vendor Request and compare vendor quotes Schedule repairs and confirm access with tenants Follow up until each job is closed and the tenant confirms it’s resolved Keep a vendor list with contacts, rates, insurance, and license expiration dates Schedule preventive maintenance such as HVAC service, gutter cleaning, and smoke detector checks Light Bookkeeping Record rent payments and match them to each unit Track late fees and outstanding balances Enter vendor invoices and bills into QuickBooks, Buildium, AppFolio, or the owner’s system Upload and categorize receipts Reconcile bank and credit card transactions monthly Track security deposits and prepare deposit return calculations Prepare a simple monthly report per property showing income, expenses, and net Collect W-9s from vendors and keep records ready for 1099s Flag unusual charges or missing payments to the owner Admin, Records & Owner Relations Keep tenant, lease, and property files organized in a shared drive Track insurance policies, permits, and property tax due dates Manage the property manager’s calendar for showings, inspections, and vendor visits Update the tenant and unit database after every change Prepare a weekly status summary covering vacancies, open work orders, overdue rent, and upcoming renewals Send monthly owner statements and get owner approval for repairs above a set dollar limit Answer basic owner questions about their property Skills, Knowledge and Expertise Required Prior property management experience, such as property management, leasing, or real estate admin support Hands-on use of at least one property management platform such as AppFolio, Buildium, Rent Manager, Yardi, or TenantCloud Working knowledge of QuickBooks Online or Xero and basic bookkeeping (payments, invoices, receipts, reconciliation) Understanding of how leases work, including renewals, deposits, late fees, and notices Advanced or