Property Management Operations & Accounting Coordinator for Residential Properties in Washington, DC

We are a U.S.-based real estate investment and property management company with a portfolio of 100+ residential rental units. We are looking for a highly reliable, detail-oriented, numbers-comfortable Operations & Accounting Coordinator to support day-to-day property management, tenant communications, rent tracking, maintenance coordination, leasing support, and basic accounting workflows.

This is a long-term role for someone who is organized, calm under pressure, proactive, and consistent. We are not looking for a short-term freelancer. We are looking for someone who wants to become a trusted part of a growing real estate operations team.

About the Role

This role is ideal for someone who enjoys structure, accuracy, follow-through, and problem solving. You will help keep our operations organized by making sure tenant issues are tracked, rent/payment information is updated, maintenance requests are followed up on, and important details do not fall through the cracks.

You do not need to know everything on day one. However, you must be very detail-oriented, responsive, reliable, and willing to learn our systems and processes.

Key Responsibilities
- Operations Support
- Monitor and organize tenant, vendor, and applicant communications
- Assist with daily inbox, text, and task review
- Create, update, and track tasks in our project management system
- Follow up on open items until completed
- Flag urgent issues promptly
- Maintain clean notes and records for each property/unit
- Help ensure nothing is missed between tea ---------- mbers
- Rent Tracking and Delinquency Support
- Review rent payment records and tenant ledgers
- Track unpaid balances, partial payments, and payment plan status
- Identify discrepancies between payment records and tenant accounts
- Prepare simple delinquency summaries
- Flag accounts needing follow-up
- Help maintain accurate internal tracking reports
- Basic Accounting and Reconciliation Support
- Assist with organizing income and expense information
- Compare ledgers, bank records, invoices, and payment logs
- Identify missing, duplicate, or inconsistent entries
- Help organize supporting documents for payments, charges, and reimbursements
- Prepare clean summaries for management review
- Support accounting VAs as needed
- Maintenance Coordination
- Track incoming maintenance requests
- Coordinate updates between tenants, technicians, vendors, and management
- Follow up on unresolved work orders
- Confirm completion status
- Request photos, invoices, or notes when needed
- Keep maintenance records updated
- Leasing Support
- Help respond to prospective tenant inquiries
- Track leads, showings, applications, and pending documents
- Assist with pre-screening questions
- Follow up with applicants in a timely and professional manner
- Maintain leasing status updates by unit
- Process and Quality Control
- Review work for accuracy before marking it complete
- Catch inconsistencies or missing information
- Suggest improvements to workflows
- Maintain checklists and SOPs
- Help create a more organized, reliable operating system

Required Skills and Qualities

The right person for this role must be:

- Highly detail-oriented
- Very organized
- Comfortable working with numbers
- Reliable and consistent with attendance and communication
- Able to follow written instructions carefully
- Able to ask questions when something is unclear
- Proactive about flagging problems
- Calm, professional, and respectful in communication
- Comfortable working independently
- Willing to learn property management systems and processes
- Able to manage multiple small tasks without losing track of details

Experience Preferred

Experience in any of the following is strongly preferred but not required:

- Property management
- Real estate administration
- Bookkeeping
- Accounting support
- Rent rolls or tenant ledgers
- Accounts receivable
- AppFolio
- ClickUp and Asana
- Google Workspace
- Excel or Google Sheets
- Email and text-based customer service

Tools We Use

Experience with these tools is helpful, but we can train the right person:

- AppFolio
- ClickUp
- Quo (FKA OpenPhone)
- Gmail / Google Workspace
- Google Sheets
- Notion
- Slack or Google Chat
- Make

Schedule and Availability

- Full-time position preferred
- Must be available during agreed working hours
- Must provide daily updates
- Must communicate promptly if unavailable
- Long-term availability is required
- Full overlap with U.S. Eastern Time is required

We’re looking for someone who can be consistently available and engaged each day, so this position is best suited for candidates with the capacity to focus on a long-term role.

Communication Expectations

Because this role supports active property operations, communication is critical.

You must be able to:

- Confirm receipt of important messages
- Provide daily status updates
- Ask questions instead of guessing
- Notify the team early if there is a delay
- Keep task notes updated
- Communicate clearly and professionally with tenants, applicants, vendors, and tea ---------- mbers

Reliability is one of the most important parts of this role.

What Success Looks Like

You will be successful in this role if:

- Tasks are updated and organized
- Payment issues are caught early
- Tenant and vendor follow-ups happen on time
- Maintenance requests do not sit unresolved
- Delinquency reports are accurate
- Management has clear visibility into open issues
- You communicate consistently
- You help reduce chaos, not create more of it

Compensation

Compensation will be based on experience, skill level, and performance during the paid skills test and trial period.

Shortlisted candidates will be asked to complete a paid skills test before final selection.

Application Instructions

To apply, please respond with the following:

- Your relevant experience with property management, accounting, bookkeeping, operations, or administrative support
- The tools/software you have used
- Your current work schedule and number of current clients
- Your desired hourly or monthly rate
- Your internet reliability and backup plan
- A brief example of a time you caught an error or solved an operational problem
- Confirmation that you are available for long-term work and can provide daily updates

Please also include the phrase “Details Matter” at the top of your application so we know you read the full job description.

Important Note

We value kindness, professionalism, and teamwork. At the same time, this role requires consistency, accuracy, and accountability. If you are reliable, detail-oriented, good with numbers, and looking for a stable long-term role, we would love to hear from you.