Property Management Coordinator

Role Mission

As a Property Management Coordinator, you will support the development of our communities through providing administrative and structural support to our property management team, tenants and homeowners. You will work closely with the Property Management team to work towards and meet goals. This position will introduce you to Homeowner Association management, special district, rental home management and commercial property management. It is an exciting opportunity to learn the property management industry from conception. This position reports to the Director of Property management.

Measured Performance Goals

• Delinquency rate of 95%
• Customer Satisfaction
• Time to set up new accounts

Accountabilities

• Process Resale Certificates: Review property records and community association rules to confirm required information for the resale certificate. Coordinate with various stakeholders, including the Property Management team and HOA, to gather necessary documentation. Ensure resale certificates are processed within legal and company-required timelines to avoid delays in property transactions.
• Respond To Homeowner Calls And Emails: Address phone and email inquiries from homeowners, tenants, and vendors related to property management, billing, and maintenance. Track and document each interaction to ensure proper follow-up and resolution. Provide accurate and clear information regarding community rules, services, and policies. Escalate more complex issues to the Director of Property Management when necessary, ensuring timely resolution.
• Prepare Move-In Packages: Assemble move-in packages that include all necessary documents (e.g., welcome letters, community guidelines, payment instructions, contact information, move in baskets). Coordinate with appropriate stakeholders to ensure readiness of the property and package materials. Distribute move-in packages in a timely manner prior to the move-in date, ensuring all information is accurate and up to date.
• Answer Billing Questions: Review and explain billing statements, charges, and payment histories to homeowners and tenants. Investigate discrepancies or billing errors, working with the accounting or finance team to resolve issues quickly. Help homeowners set up or modify payment methods and schedules. Address late payment questions, penalties, and other related inquiries, maintaining clear and professional communication.
• Enter Closings/Resales And Send Reports: Input details of closings or resales into the property management system, ensuring accuracy and compliance with regulations. Generate and distribute relevant reports for management, stakeholders, and homeowners in a timely manner. Keep track of resale or closing deadlines and coordinate with the legal and finance teams to ensure all steps are completed according to procedure. Monitor transaction completion to ensure all necessary steps (e.g., document signing, payments) have been fulfilled.
• Manage Delinquencies And Collection Process: Monitor overdue accounts regularly and identify delinquent tenants or homeowners. Send reminders, notices, and follow-up communications to encourage prompt payment and resolve delinquencies. Work with the property manager to develop and implement collection strategies and payment agreements. Document all collection efforts, including calls, emails, and payment arrangements, ensuring accurate record-keeping and compliance with company policies.
• Process Payment Plans: Evaluate requests for payment plans and assess their feasibility based on company guidelines and the homeowner's or tenant's financial situation. Set up and document payment plans, ensuring clear terms and conditions are communicated and understood by all parties. Regularly track and update the status of payment plans, ensuring payments are made on time. Work closely with the finance team to ensure payment plan details are accurately reflected in the accounting system.
• Provide Administrative Support To Manager And Portfolio: Schedule and coordinate meetings, inspections, and property viewings for the property management team. Assist in preparing property management reports, maintaining filing systems, and ensuring documents are up-to-date. Support property managers by tracking deadlines, renewing leases, and managing tenant or homeowner records. Assist with coordination of property maintenance and repair requests, including tracking work orders and following up on completion.
• Perform Other Duties As Assigned: Adapt to the evolving needs of the property management team and assist with other tasks as necessary. Participate in training, team meetings, and process improvement initiatives to contribute to the department's success. Collaborate with other departments or teams (e.g., accounting, maintenance, leasing) to ensure the smooth operation of the property management function. Continuously look for ways to streamline processes, improve communication, and enhance service delivery.

Lives Rhodes Core Values

• Act with Integrity, No Exceptions: believes there is no such thing as compromise when it comes to acting with integrity in everything you do
• Honor our Team: honors team members as individuals and professionals, no exceptions
• Never Be Satisfied: continuously looks for ways to improve every aspect of our business
• Best in Class Customer Experience: provide a best-in-class customer experience – every time, with every customer
• Community Leadership: takes pride in actively engaging in the communities we serve, making them better for our future

Embodies Characteristics Of The Rhodes Team

• Believes and is committed to our purpose to enhance the lives of our customers and our team through building communities
• Is driven by outcomes and results, and wants to be held accountable for them
• Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
• Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes

Supervisory Responsibilities

None

Qualifications, Knowledge & Skills

• High School Graduate
• Have a minimum of 1 - 3 years of administrative & customer service experience
• Excellent communication skills and ability to ensure customer satisfaction
• Basic office skills including composing and writing communication
• Computer skills and ability to adapt to company systems
• Possess time management skills
• Must be highly organized and detail oriented
• Problem solving ability
• Ability to multi-task and remain focused
• Ability to maintain calm in a high stress environment
• Must be able to speak, write, and read English fluently
• Bilingual candidates are preferred, with proficiency in Spanish

Benefits

• Competitive Compensation including Bonus & Profit-Sharing Programs
• Health Care - Medical/Dental/Vision/Prescription Drug Coverage
• Employer Paid Health Reimbursement Account for Medically Enrolled Staff
• 401(k) with Company Matching Contributions
• Disability Programs
• Employee & Dependent Life Insurance
• Vacation & Company Holidays
• Employee Home Purchase Rebate Program
• Employee Assistance Program (EAP)

Essential Functions

Successful job applicants will be able to perform these functions. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

• Report to Corporate Office daily and adhere to schedule
• Ability to access, input, and retrieve information from a computer and/or electronic device
• Ability to have face to face conversations with customers, co-workers and manager
• Ability to sit or stand for long periods of time and move around work environment as needed
• Ability to operate a motor vehicle
• Comply with company policies and procedures