Job Title
Property Management Systems Coordinator (DoorLoop)
Company
JLMZ Properties
(Missouri & New Mexico Portfolio)
Role Summary
JLMZ Properties is seeking a detail-oriented Property Management Systems Coordinator to manage and maintain tenant communications and operational records within DoorLoop. This role is the system of record owner - monitoring tenant messages and requests, ensuring accurate documentation, and keeping leadership informed so decisions can be made quickly and cleanly.
This is not a decision-making role. It is an execution, tracking, and visibility role.
Key Responsibilities
DoorLoop Management
- Monitor DoorLoop daily for:
- Tenant messages
- Maintenance requests
- Status updates and follow-ups
- Ensure all tenant communications are:
- Logged correctly
- Categorized properly
- Assigned the correct priority level
Request Tracking & Updates
- Update request statuses as they move through:
- Received → Acknowledged → In Progress → Resolved
- Attach notes, timelines, vendor updates, and internal comments as provided by leadership or operations
- Ensure records remain current and audit-ready
Tenant Communication Support
- Acknowledge receipt of tenant requests using approved language
- Relay responses or updates only after direction is provided
- Maintain professional, neutral communication at all times
Internal Coordination
- Flag urgent or safety-related issues immediately
- Escalate recurring issues or tenant friction patterns
- Support leadership with clean data and visibility—no guessing, no assumptions
Multi-State Awareness
- Track properties in Missouri and New Mexico
- Apply location-specific tags or notes when required
- Understand that workflows may vary slightly by state, but documentation standards do not
Vendor Management & Contractor Coordination
- Maintain an approved vendor list by trade (landscaping, plumbing, electrical, HVAC, general maintenance)
- Source and onboard new vendors as directed:
- Collect W-9, COI, licenses (as applicable)
- Confirm service areas (MO vs NM)
- Document contact info and response expectations
- Serve as the primary point of contact for routine vendor communications:
- Dispatch work orders
- Request availability and estimates
- Confirm access instructions
- Track vendor responsiveness and reliability
- Flag underperforming vendors to leadership (no silent failures)
Still not authorized to:
- Approve spend
- Negotiate pricing beyond gathering quotes
- Commit to timelines without approval
What This Role Is NOT
- Not approving repairs
- Not negotiating with tenants
- Not authorizing expenses
- Not providing legal interpretations
This role tracks, updates, and communicates
Required Skills & Experience
- Experience using property management software (DoorLoop preferred)
- Strong written communication skills
- High attention to detail and consistency
- Ability to manage multiple properties without losing accuracy
- Comfortable working with structured processes and SOPs
- Reliable follow-through
Preferred (Nice to Have)
- Multi-property or portfolio experience
- Familiarity with maintenance workflows
- Prior coordination or admin experience in real estate or property management
Performance Metrics (How Success Is Measured)
- Zero missed or unlogged tenant requests
- Timely updates in DoorLoop
- Clean, complete records
- Clear escalation of urgent issues
Job Type: Full-time
Pay: $22.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
