Property Management Coordinator

• 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)

Role Mission:

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:

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

FLSA Status:

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