Residential Operations Coordinator

Summary Objective:

The Residential Operations Coordinator plays an essential role in supporting property management operations by ensuring resident accounts, leasing data, application files, and documentation remain accurate, complete, and up to date. This position routinely coordinates with the Property Manager, Assistant Manager, Receptionist, Maintenance Coordinator, and residents.

This role is responsible for maintaining account accuracy, preparing and processing leasing documents, screening and assembling applications for approval, and supporting the administrative side of move-ins, renewals, and resident account inquiries.

About This Role:

This position supports several of The Martino Group’s off-site residential properties from our corporate office located in Denton, Texas.

This is a detail-oriented, documentation-driven office role requiring a high focus on accuracy, organization, and compliance. Limited driving may be required on occasion for delivering paperwork or completing office-related tasks.

Essential Functions:

Resident Account Support

• Responds to resident questions regarding balances, charges, ledger activity, and lease dates
• Reviews ledgers line-by-line to provide factual, policy-based explanations
• Ensures all resident accounts in Yardi are accurate and well-documented
• Routes requests for exceptions, credits, or adjustments to management

Leasing, Renewals & Addenda Processing

• Update weekly market surveys, both third party and in-house
• Reviews lease agreements, renewals, and required addenda for accuracy
• Uploads and organizes all documents into Yardi using proper naming conventions
• Verifies rent amounts, lease start/end dates, and concession terms
• Confirms all files are complete, signed, and audit-ready

Application Screening & File Compliance

• Assembles complete application files (electronic and physical)
• Verifies required documents including IDs, proof of income, pet/ESA forms, etc.
• Runs RentCafe screenings for identity, credit, criminal, and income
• Prepares clean, neutral review summaries for the Property Manager
• Ensures no file is submitted with missing or incomplete documentation

Move-In Administrative Support

• Confirms renters insurance, utilities (when applicable), and charges are completed prior to approval
• Ensures all move-in documentation is uploaded correctly
• Supports the administrative portion of the move-in process

Document Management & Scanning

• Uploads leases, renewals, notices, and insurance confirmations
• Ensures documents are legible, properly labeled, and stored in correct resident folders
• Maintains audit-ready file accuracy at all times

Charges, Credits & Adjustments

• Ensures all ledger activity includes notes for compliance and audit purposes

Communication & Team Coordination

• Maintains professional, neutral written communication with residents
• Works closely with the Receptionist, APM, PM, and Maintenance Coordinator
• Documents all relevant communication in Yardi and Google Drive

Marketing/ Social Media

• Create and implement different residential engagement events
• Post scheduled marketing items on social media and website platforms
• Creating flyers, etc via Canva or other software media
• Ordering signs, business cards, or other marketing items as needed when requested by management

Competencies:

• Attention to Detail / Accuracy
• Organizational Skills
• Communication Proficiency
• Ethical Conduct
• Thoroughness
• Stress Tolerance
• Teamwork
• Personal Effectiveness / Credibility
• Customer/Client Focus (with policy-based neutrality)

 Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

This job operates in a clerical office setting. Standard office equipment such as computers, phones, scanners, and printers will be used daily.

Physical Demands:

The employee is regularly required to:

• Sit, stand, or walk for extended periods
• Use hands for typing, filing, scanning, and handling documents
• Lift or move files up to 10 pounds (occasionally up to 25 pounds)
• Talk and hear frequently
• Read, write, and speak English
• Occasionally travel for local tasks

 Position Type / Expected Hours of Work:

This is a full-time position, Monday – Friday, 8:00 a.m. to 5:00 p.m. Some evenings or weekends may be required based on business needs.

 Travel:

Minimal; primarily local and during business hours.

Required Education and Experience:

• High school diploma/GED
• Prior administrative, office, or data-entry experience
• Proficiency with Microsoft Office or Google Workspace
• Strong written and verbal communication skills
• Ability to maintain confidentiality and accuracy
• Ability to learn property management systems (Yardi, RentCafe)
• Strong documentation and organization skills

Preferred Education and Experience:

• Experience in office setting
• Experience in data-entry and reading ledgers
• Experience in property management
• Experience with Yardi Voyager or RentCafe
• Knowledge of Fair Housing compliance

Additional Eligibility Qualifications:

• Satisfactory results from background and drug screening
• Excellent attendance, reliability, and punctuality
• Professional appearance and demeanor
• Ability to work independently and follow structured processes
• Valid driver's license (occasional errands may be required)

Other Duties:

This job description is not designed to cover all duties that may be required. Responsibilities may change at any time with or without notice.