Turn Coordinator Job Description
About ProActive Real Estate Services
ProActive Real Estate Services is one of Hampton Roads’ fastest-growing independent property management firms, managing a diverse portfolio of single-family homes and multifamily properties in Norfolk, Virginia Beach, Chesapeake, Portsmouth, Suffolk, Newport News, and Hampton. We are a tight-knit, ownership-minded team. We move fast, hold each other accountable, and care deeply about the owners and residents we serve.
We are growing our operations team and searching for a Turn Coordinator who can keep a unit “turn” or “make ready” process moving from vacancy to rent-ready without letting anything sit.
About the Role
This role takes the day-to-day load of managing a unit turn off our Property Managers. The Property Manager remains ultimately responsible for the speed and success of each turn, but the Turn Coordinator is the one driving it forward day to day: starting the process, getting quotes, following up with vendors, sequencing the work, and keeping every turn on track to a rent-ready deadline.
You won't be conducting the move-out inspection, deciding what work needs to be done, communicating estimates to owners, or conducting the move-in inspection; those stay with the Property Manager. Your job is everything in between: making sure vendors show up, in the right order, and finish on time and within the budget that has been approved.
What You'll Do
Turn Process Management
- Start the turn process in LeadSimple – our workflow process tracker – for each vacated unit, or confirm that the process has started automatically, so no vacant unit sits idle.
- Manage the day-to-day steps of the turn, especially requesting and collecting vendor quotes and following up until they're in hand.
- Coordinate sequencing across vendors so work happens in a logical order (for example, cleaning only after all other work is complete) and with minimal downtime between vendors – ensuring the following are addressed: (i) Lock Change/Re-key, (ii) Trash Out, (iii) Yard Work, (iv) Maintenance, (v) Painting, (vi) Carpet Cleaning/Flooring Repairs, (vii) Preventative HVAC/Plumbing Inspection, and (viii) Final Cleaning.
- Take daily updates from vendors on each active turn and compare progress against the expected turn timeline, flagging anything falling behind.
- Track each turn to satisfactory completion within the deadline, escalating to the Property Manager when a decision or approval is needed.
- Support the Property Manager in fulfilling ProActive's fiduciary duty to owners by keeping estimates and expenses organized and visible throughout the turn.
- Once familiar with the role, identify friction points in the turn process and bring forward recommendations to make it faster or smoother.
Work with Third-Party Vendors
- Request and review estimates from third-party vendors for make ready-related work.
- Communicate daily with contractors regarding approved estimates, timing of completion, and modifications to the scope of work or budget.
Work with Property Managers
- Receive scope of work and owner-approved estimates from the Property Manager, who is responsible for identifying what work is needed and communicating estimates to the owner.
- Communicate approvals back and forth with the Property Manager so vendors are only authorized to proceed on approved work.
- Update Property Manager on turn-related issues and anticipated delays to ensure transparency and clear communication internally with teammates and externally with clients.
- Hand off a completed turn to the Property Manager for the move-in inspection, with a clear record of what was done, by whom, and at what cost.
What You Bring
- Excellent communication skills and attention to detail.
- A high sense of urgency paired with good judgment: you understand that every day a unit sits vacant is a day of lost rent for the owner.
- Experience coordinating vendors, contractors, or field schedules, such as project management, maintenance coordination, construction scheduling.
- Comfort using or quickly learning property management software (Buildium, LeadSimple, and Property Meld experience is a plus).
- Strong organizational skills and follow-through: you notice when a vendor is falling behind and you catch it before it costs a day.
- Ability to juggle multiple turns at once, each on its own timeline and with its own set of vendors.
Nice to Have
- Prior experience in a property management or real estate environment.
- Familiarity with make-ready or unit turn processes and typical turn scopes (painting, flooring, cleaning, repairs).
- Experience managing multiple vendor relationships and holding vendors accountable to timelines and estimates.
- Ability to speak fluent Spanish.
Compensation and Benefits
- Annual base salary of $40,000 to $55,000 based on experience, payable bi-weekly.
- Annual or quarterly performance bonus.
- Ability to opt-in for company medical, dental, and vision benefits package after first 60 days of employment.
Pay: $40,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Opportunities for advancement
- Paid time off
- Paid training
- Professional development assistance
- Retirement plan
- Vision insurance
Experience:
- project management, construction, or property management: 2 years (Preferred)
Work Location: In person
