Property Management Coordinator

Property Management Coordinator

At Rhodes, our core purpose is to enhance the lives of our customers and team through building communities. We specialize in developing master planned communities and construction of high quality, energy efficient homes. Rhodes has been recognized among the fastest growing private companies in the US by Inc. 5000 and is on a mission to expand its footprint into more communities across South Texas. Since 2019, Esperanza Homes, a Rhodes Company, has ranked nationally on the Builder Magazine's Top 100 Builders list, and is on an aggressive growth trajectory to serve more communities across South Texas.

Rhodes was founded in the early 1990's as a land acquisition and holding company. In 2006, the company shifted gears and ventured into residential/commercial land development and home building with the formation of Esperanza Homes. Rhodes Enterprises has grown to one of the largest developers of residential, commercial, and master-planned communities in the areas we serve. We are passionate about our customers, building exceptional homes, our team, and the communities where we live and work.

Rhodes is a certified Great Place to Work, when you choose to work with us, you are part of a passionate and high-performing Team! You will work alongside team members who set and reach ambitious goals every day and are excited to continue to grow and build communities.

Benefits of being a part of our Team include :

• 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: 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