We are seeking a highly organized Property Onboarding & Operations Coordinator to oversee the successful transition of new properties from signed management agreement through operational readiness while providing ongoing administrative support to the Property Management team.

This role serves as the central coordinator between property owners, Property Managers, residents, insurance providers, HOAs, and internal departments to ensure every property is onboarded accurately, efficiently, and with exceptional client service. In addition to managing the onboarding process, this position supports lease administration, resident communications, operational reporting, and process improvement initiatives.

The idóneo candidate is detail-oriented, proactive, process-driven, and comfortable managing multiple priorities in a fast-paced property management environment.

Key Responsibilities

Property & Client Onboarding

- Manage the complete onboarding process for newly acquired properties from signed management agreement through operational handoff.
- Serve as the primary point of contact for owners during the onboarding process.
- Collect, review, and verify all required onboarding documentation, including:
- W-9s
- ACH forms
- Government-issued IDs
- Trust documents
- Articles of Incorporation/Organization
- Property-specific documentation
- Follow up with owners until all required documentation has been received and verified.
- Maintain accurate digital records within AppFolio, OneDrive, and internal systems.
- Complete onboarding checklists and ensure all milestones are met within established timelines.
- Prepare and distribute internal onboarding announcements containing property details, owner information, occupancy status, and supporting documentation.

Property Research & Due Diligence

- Research Homeowners Associations (HOAs) and obtain governing documents, rental restrictions, and community guidelines.
- Coordinate directly with HOA management companies and community association managers to obtain required information.
- Research and document utility providers for every property.




- Maintain permanent property records for future operational reference.
- Verify all required property information prior to operational handoff.

Insurance & Compliance Coordination

- Coordinate property insurance verification with owners and insurance agents.
- Review insurance declaration pages to ensure compliance with company requirements, including:
- Dwelling coverage
- Liability limits
- Additional insured requirements
- Coordinate policy updates when coverage requirements are not met.
- Schedule and track required Four-Point Inspections and other compliance-related inspections.

Property Transition Coordination

- Manage all activities between contract execution and property activation.
- Collect gate codes, access information, keys, lockbox details, utility information, and vendor preferences.
- Coordinate occupied property transitions by obtaining:
- Existing lease agreements
- Security deposit documentation
- Complete tenant information
- Ensure Property Managers receive complete onboarding packages prior to kickoff meetings.
- Participate in client kickoff meetings, providing onboarding support and answering process-related questions.
- Assist owners with portal setup and coordinate collection of onboarding fees.
- Deliver a seamless and professional onboarding experience for every new client.

Resident & Lease Administration

- Coordinate resident move-in documentation and onboarding requirements.
- Respond to resident onboarding questions and assist with portal communications.
- Maintain organized lease files and resident records.
- Monitor lease expiration dates and renewal timelines.
- Conduct market rent research to support renewal recommendations.
- Prepare lease renewal agreements and update lease information in AppFolio.




- Coordinate lease renewal and non-renewal communications.
- Track renewal performance and maintain compliance with company procedures.

Property Management Operations Support

- Maintain accurate property, owner, and resident records across company systems.
- Support rent collection and related administrative processes.
- Prepare operational reports for Property Managers and leadership.
- Assist Property Managers by taking ownership of recurring administrative and process-driven tasks.
- Monitor onboarding progress and proactively resolve outstanding items.
- Identify opportunities to improve workflows, documentation, and operational efficiency.
- Contribute to creating a positive experience for property owners, residents, and internal teams.

QualificationsRequired

- 2+ years of experience in Property Management, Assistant Property Management, Property Administration, or Property Onboarding.
- Experience using AppFolio or another property management software.
- Experience managing multiple projects while meeting deadlines.
- Strong document management and organizational skills.
- Excellent written and verbal communication skills.
- High attention to detail and ability to work independently.
- Strong proficiency with Microsoft Office and Google Workspace.

Preferred
- Experience coordinating property onboarding or new client implementations.
- Experience reviewing insurance documentation.
- Familiarity with HOA documentation and community associations.
- Knowledge of residential leasing processes and lease administration.
- Experience supporting remote property management teams.

Additional information

- Full-time, 40 hours per week
- Salary: $12-$15 depending on experience.

BetterWho is proud to partner with PM University (PMU) to support ongoing learning in the Property Management industry. If you're interested in expanding your knowledge through certification, you can explore PMU's programs here: https://pmuniversity.com/course/the-skills-us-property-management-companies-actually-look-for-in-remote-team-members

📌 Remote - Property Onboarding & Operations Coordinator (México)
🏢 RTM Connect by BetterWho
📍 México