Leasing Coordinator

Leasing Coordinator

VIRTUAL · REMOTE (PHILIPPINES) · FULL-TIME CONTRACTOR

Reports to Client Operations Manager

Location Remote, Philippines (US Central business-hours overlap required)

Type Full-time contractor (~40 hrs/week)

Compensation $2,000–$2,300/mo USD (commensurate with experience) + 13th-month pay (paid in December, prorated by tenure), PTO

Schedule Monday–Friday, 8:00 AM – 5:00 PM Central (US business hours)

Start date ASAP

About the Company

A US-based residential property management company managing a growing portfolio of single-family and small multifamily rentals. The company runs its operations on AppFolio and is scaling its portfolio without sacrificing service quality — a systems-driven, technology-forward team where every member is expected to use AI daily to work faster, more accurately, and more independently.

The Role

The Leasing Coordinator owns everything from the day an application comes in to the day a new tenant moves in — and then owns that tenant relationship through renewal. Applications, screening, lease creation and execution, tenant onboarding, renewals, violations, delinquency notices, and the commission records all sit with you.

You are the single point of accountability for the files you touch. You perform your own due diligence and bring decisions to your approver as a clean Yes/No or A/B/C question with full context attached — never an open-ended “what should I do?”

This is a growing operation and the structure is actively evolving. Responsibilities may shift, expand, or be reassigned as the portfolio scales and the team grows. You’ll also be expected to cross-train on some responsibilities for other roles to ensure key operational workflows are always covered. We’re looking for someone who treats a fluid, expanding scope as an opportunity — who takes ownership of new workflows as they arise rather than waiting for a fixed job description. If you need to be told what to do every day, this is not the right fit.

What You Will Own

Applications & Screening (AppFolio)

• Own the application process end-to-end: review incoming applications, verify background, income, and references against screening criteria, and drive each file to a determination.
• Own all communication with applicants and external leasing agents on application matters.
• Route applications requiring owner approval and follow up until you have a decision.
• Upload all processed applications and supporting documents to AppFolio.
• Manage the pipeline: prioritize by move-in date, chase incomplete files, and never let an application sit.
• Escalate red flags and policy exceptions with a clear recommendation.

Leases & Move-Ins

• Create leases and drive them through signature; follow up daily until fully executed.
• Handle tenant swaps and lease amendments.
• Coordinate utility connection and disconnection.
• Onboard new tenants in AppFolio, including adopting existing tenants onto the platform.
• Ensure security deposits and pro-rated rents are collected; follow up until paid.
• Keep the vacancy spreadsheet current.

Renewals

• Manage the full lease renewal cycle: send renewal offers well ahead of lease end and drive each to either an executed renewal or a notice of non-renewal, on schedule.

Violations & Delinquency

• Track HOA and lease violations and drive each to resolution with the tenant, on schedule.
• Prepare and track monthly delinquency notices — late-payer notices, Notice of Breach of Lease, and 3-day Notices to Vacate — following up until resolved.

Tenant Communication

• Own tenant communication across the portfolio — prompt, professional, and clear.
• Own the leasing inbox.
• Cover the shared general inbox and inbound phone line every Tuesday and Wednesday, routing anything outside your scope to the right owner the same day. (Thursday–Monday coverage sits with the Weekend Ops Coordinator; you coordinate clean handoffs.)
• Keep communication professional (no slang, emojis, or “LOL”). Run drafts through AI for polish before sending.

Commissions & Accounting Coordination

• Update the lease commission spreadsheet daily with 100% accuracy.
• Collect commission invoices and W9s and send them to the controller.
• Send broker commission signing documents.
• Serve as a point of contact for the outsourced accounting team on lease invoices and W9s.

Listing & Marketing Support

• Schedule listing photoshoots.
• Serve as cross-trained backup on listing and marketing workflows (MLS updates, price reductions) so the team has coverage when needed. Primary ownership of MLS listings sits with the Client Operations Manager; you support and cover.

Documentation & Process Improvement

• Keep the internal wikis for your workflows accurate and current. The benchmark: if you hand this process to another employee, can they complete it by following the wiki alone, with no further guidance? Management conducts periodic spot checks.
• Report application trends and bottlenecks (recurring missing documents, disqualifications, processing delays) to management.
• Cross-train with other team members so coverage never depends on a single person.
• Ensure every application is processed in full compliance with Fair Housing law.

Success Metrics (KPIs)

These are the company standards for this role, based on nationwide industry benchmarks.

Applications & Leasing

• Rental applications fully processed: within 2 business days (3-business-day maximum for follow-ups).
• Owner approval on applications, where needed: obtained within 24 hours.
• Lease sent after approval: same day preferred, no later than 1 business day.
• Lease signed to move-in ready: within 3–5 business days.

Renewals

• Renewal offers sent: 75–90 days before lease end.
• Renewals executed or non-renewal notice sent: no later than 31 days prior to lease expiration.

Violations & Delinquency

• HOA / lease violations: actioned within 1 business day.
• Notice of Breach / 3-day Notice to Vacate: processed on the 5th and 10th of each month, followed up until resolved.

Communication Response Times

• Tenant emails and inquiries: within 1 business day.
• Existing owner emails: within 1 business day.
• External leasing agent inquiries: within 4 business hours.
• Internal team messages: within 2 business hours.
• Emergency issues (owner or tenant): within 30 minutes.

Admin & Documentation

• Shared inboxes cleared: daily — zero inbox by end of day.
• Lease documents uploaded: within 3 business days of move-in.
• Commission spreadsheet: updated daily, 100% accurate.
• Workflow wikis: accurate and current, verified by spot check.

Legal

• Fair Housing: zero violations. This is non-negotiable.

Authority & Decision Rights

• Applications that clearly meet or clearly fail published screening criteria: full authority to approve, deny, or conditionally approve — no approval needed.
• Borderline or exception files (income slightly under ratio, mixed credit, criminal-history flags requiring individualized assessment, any requested exception): escalate to your approver with a clean approve/deny/conditional recommendation, the file, and the criteria attached.
• Fair-housing-sensitive situations: escalate. When in doubt, ask before acting.
• No lease is sent or executed unless YOU have personally verified it against the approved terms. If you didn’t verify it, it isn’t ready.

AI Proficiency — Hard Requirement

This is not a nice-to-have. Every member of the team uses AI daily, and you will be evaluated on your ability to use AI to work faster and produce higher-quality output.

• Proficient with ChatGPT or Claude for drafting applicant/agent/tenant communications, summarizing screening documents, drafting and checking lease language, and problem-solving.
• Able to write effective prompts that produce usable first drafts.
• Comfortable using AI to research unfamiliar leasing/fair-housing situations and synthesize next steps (with human judgment on final calls).
• Willing to adopt new AI tools and workflows without hand-holding.

You will be tested on this in the interview. If you have never used AI tools in a work context, please do not apply.

Requirements

Must Have

• Direct application-processing and lease-execution experience in US residential property management — you have owned the application-to-move-in pipeline end-to-end. Not general admin/VA work.
• Hands-on AppFolio experience: applications, tenant records, tenant onboarding.
• Lease creation and execution experience (ZipForms, DocuSign, or comparable).
• Excellent written and spoken English; professional, clear, and calm on live phone calls with applicants, tenants, and owners — including delivering denials.
• Strong judgment and ownership — you make decisions within screening criteria rather than waiting to be told.
• Meticulous attention to detail; you do not let applications, leases, renewals, deposits, or commission entries slip.
• Demonstrated AI proficiency (ChatGPT, Claude, or equivalent) in a real work context.
• Reliable high-speed internet and a quiet, professional home-office setup suitable for taking calls.
• Able to work Monday–Friday, US Central business hours.
• Comfortable with an evolving role in a growing company.

Nice to Have

• Lease renewal management experience.
• Experience with HOA/lease violations and delinquency notices (Notice of Breach, Notice to Vacate).
• Experience maintaining commission or accounting spreadsheets and coordinating with an outsourced accounting team.
• Experience covering a shared inbox and inbound phone line for a US-based company.
• Knowledge of Fair Housing screening standards and Texas leasing/notice timelines.
• Light automation experience (Zapier/Make) or interest in building systems.

We Will Not Move Forward With Candidates Who

• Lack genuine, specific application-processing / lease-execution experience (general VA experience alone is not enough).
• Have no demonstrated experience using AI tools at work.
• Require constant direction — this role demands independent judgment within defined criteria.
• Cannot communicate clearly and professionally in English on live calls, or cannot commit to consistent Central-time hours.

Tools You Will Use

• AppFolio (applications, tenant/property records, onboarding)
• ZipForms + DocuSign (lease preparation & execution)
• Inbound phone line
• Google Workspace / Sheets (commission and vacancy spreadsheets, records)
• Internal knowledge base & SOP wikis
• Project & task coordination platform
• ChatGPT / Claude (AI-assisted drafting & research)

Schedule

• Full-time (~40 hrs/week), Monday–Friday, 8:00 AM – 5:00 PM Central.
• Remote — Philippines-based candidates only.
• First 120 days are a trial period; either party may end with 7 days’ written notice.
• Compensation reviewed at 120 days and annually thereafter.

Hiring Process

• To Apply — please submit resume and complete the TestGorilla assessments at https://tinyurl.com/2wpakuyz (we will not review candidates who have not completed the assessments).
• Screener call — a 15-minute video call to discuss your experience.
• Trial project — a short take-home reflecting real application/lease scenarios you’d handle in the role.
• Final interview — review your trial results and meet the team.

Pay: Php121,600.00 - Php139,800.00 per month

Benefits:

• Work from home

Work Location: Remote