About the Position
A privately owned South Florida real estate and hospitality group is seeking an exceptionally organized, responsive and hands-on Property Operations, Leasing & Bookkeeping Coordinator to help oversee a portfolio of more than 50 units located primarily in Hollywood and Miami.
The portfolio includes a mix of residential rentals, furnished/short-term accommodations, condominium units and other real estate.
This is not a desk-only bookkeeping job and not a traditional corporate property-manager position.
We are looking for one capable person who can keep the portfolio organized, keep rental units occupied, coordinate vendors and maintenance, maintain accurate books, inspect properties, supervise turnovers and make sure open issues actually get completed.
Many repetitive guest communications and routine processes are already automated. Your job is to oversee the operation, handle exceptions and make sure nothing falls through the cracks.
You will work directly with ownership and have significant independence once systems and expectations are established.
What You Will Be Responsible For
Leasing & Occupancy
You will help keep our long-term rental units occupied.
Responsibilities include:
- Prepare vacant and upcoming units for marketing.
- Photograph units and maintain current listing information.
- Post and update approved rental listings.
- Respond promptly to prospective tenants.
- Pre-screen prospects using established criteria.
- Schedule and conduct property showings in Hollywood and Miami.
- Follow up with prospects after showings.
- Coordinate rental applications and supporting documentation.
- Coordinate credit/background screening through approved systems.
- Prepare applicant summaries for ownership review.
- Prepare approved lease and move-in documentation.
- Coordinate deposits, keys, access and move-ins.
- Perform move-in and move-out inspections with photographs.
- Track lease expiration dates 60–90+ days in advance.
- Coordinate lease renewals.
- Begin marketing known vacancies before the existing tenant moves out.
- Track leads, showings, applications, approvals and signed leases.
- Monitor days-on-market and recommend when rental pricing should be reviewed.
Active Florida real estate license is strongly preferred. Candidates without a license may still be considered, with leasing activities limited as required by Florida law and company policy.
Short-Term Rental & Hospitality Operations
Routine guest messaging is largely automated, so this position focuses on supervision and exceptions.
Responsibilities include:
- Monitor upcoming arrivals and departures.
- Confirm units are ready for incoming guests.
- Coordinate unusual check-in or access issues.
- Handle escalated guest concerns.
- Coordinate maintenance emergencies.
- Document damage, smoking, parties, unauthorized guests or other rule violations.
- Organize photographs and documentation for platform claims.
- Assist with Airbnb/booking-platform cases when necessary.
- Flag refund requests, chargebacks and serious complaints for ownership.
- Monitor guest reviews and identify recurring operational problems.
- Make sure problems identified by guests are corrected rather than repeatedly recurring.
You will not be expected to sit at a computer answering routine guest messages all day.
Cleaning & Turnover Coordination
You will supervise the process, not perform cleaning.
Responsibilities include:
- Coordinate cleaning schedules.
- Confirm cleaners have access.
- Verify turnovers are completed on time.
- Conduct periodic quality-control inspections.
- Photograph and document cleaning deficiencies.
- Coordinate deep cleaning when required.
- Make sure maintenance problems discovered by cleaners are reported and addressed.
- Track linen, towel and basic hospitality inventory.
- Confirm vacant units are clean, functioning and ready to show or occupy.
Maintenance & Vendor Coordination
You will be the central point of coordination for routine maintenance.
Responsibilities include:
- Receive and organize maintenance requests.
- Determine which vendor or trade should handle each issue.
- Schedule plumbers, HVAC technicians, electricians, handymen, locksmiths, cleaners and other vendors.
- Coordinate property access.
- Obtain estimates when required.
- Obtain competitive quotes for larger work.
- Follow up until work is actually completed.
- Require before-and-after photographs when appropriate.
- Review vendor invoices against work performed.
- Identify unreasonable, duplicate or questionable charges.
- Maintain an approved vendor/contact list.
- Maintain vendor W-9s and insurance certificates.
- Track recurring and preventive maintenance.
You are not expected to personally repair properties.
Property Inspections
You will visit properties regularly and act as ownership's eyes and ears.
Inspections may include:
- Vacant units.
- Common areas.
- Exterior conditions.
- Recently completed repairs.
- Completed turnovers.
- Water leaks or moisture.
- HVAC operation.
- Lighting.
- Plumbing issues.
- Locks and access.
- Trash and cleanliness.
- Landscaping.
- Pool/common-area conditions.
- Obvious safety or maintenance concerns.
Problems should be photographed, entered into the task system and followed through completion.
Bookkeeping & Financial Administration
The position requires solid bookkeeping ability.
Responsibilities include:
- QuickBooks Online transaction entry and coding.
- Bank and credit-card reconciliations.
- Accounts payable.
- Accounts receivable.
- Vendor invoice review.
- Rent collection tracking.
- Airbnb/OTA payout reconciliation where applicable.
- Security-deposit records.
- Utility bill tracking.
- Organize receipts and supporting documentation.
- Allocate expenses to the correct property/entity.
- Identify missing, duplicate or unusual transactions.
- Maintain organized electronic financial records.
- Assist the CPA with requested reports and documentation.
- Prepare simple property-level monthly income/expense reports.
The CPA will continue to handle tax and higher-level accounting matters.
Rent Collection & Delinquency Tracking
- Confirm rents have been received.
- Maintain an updated delinquency report.
- Follow established procedures for payment reminders.
- Escalate unpaid rent promptly.
- Track approved payment arrangements.
- Coordinate documentation with ownership or attorneys where required.
- Maintain accurate records of amounts owed and received.
Utilities & Recurring Expenses
Maintain a master schedule covering items such as:
- Electric.
- Water.
- Internet.
- Waste.
- Pool service.
- Pest control.
- Landscaping.
- Insurance.
- Subscriptions.
- Other recurring property expenses.
Identify unusual increases or charges that may indicate leaks, billing problems or unnecessary services.
Insurance, Records & Compliance Support
- Maintain insurance-policy and renewal calendars.
- Maintain vendor insurance certificates.
- Organize incident documentation.
- Maintain lease and property files.
- Track licenses, permits and recurring inspections.
- Organize condominium-association records.
- Assist with administrative preparation for association matters.
- Maintain contracts, invoices, permits, notices and important correspondence.
- Escalate legal, insurance or regulatory matters to ownership immediately.
Attorneys, CPAs and licensed professionals will continue to handle matters requiring their professional licenses.
Property Supplies & Inventory
For hospitality and furnished units:
- Monitor frequently used supplies.
- Maintain appropriate inventory levels.
- Coordinate purchasing.
- Reduce unnecessary emergency purchases.
- Track keys, remotes, access devices and smart-lock information.
- Help control unnecessary purchasing and waste.
Project Coordination
For unit renovations and larger building projects:
- Schedule contractors.
- Obtain proposals.
- Organize competing bids.
- Coordinate access.
- Photograph progress.
- Maintain project files.
- Track punch-list items.
- Verify work is complete.
- Review invoices before submitting them for payment approval.
Ownership makes major capital and financial decisions.
Weekly Reporting
The goal is to reduce unnecessary calls and texts to ownership while keeping ownership completely informed.
You will prepare a concise weekly report covering:
Occupancy
- Vacant units.
- Upcoming vacancies.
- Units being marketed.
Leasing
- New inquiries.
- Showings.
- Applications.
- Leases signed.
- Units needing pricing attention.
Financial
- Delinquent rents.
- Major bills.
- Unusual expenses.
- Bookkeeping items requiring decisions.
Maintenance
- New issues.
- Open issues.
- Completed repairs.
- Vendor problems.
Hospitality
- Serious guest issues.
- Claims/damages.
- Significant upcoming operational issues.
Decisions Needed
- A short list of items that actually require ownership approval.
We don't want 50 unnecessary messages. We want an organized system with clear follow-through.
What Success Looks Like
A successful person in this position:
- Answers and returns important calls.
- Doesn't allow maintenance requests to disappear.
- Keeps rental listings current.
- Follows up with prospective tenants.
- Keeps vacancies moving toward occupancy.
- Knows which rents have and have not been paid.
- Keeps QuickBooks and receipts organized.
- Makes sure vendors actually show up.
- Checks work before bills are approved.
- Finds problems before they become expensive.
- Keeps properties clean and presentable.
- Documents important incidents.
- Follows tasks through to completion.
- Communicates problems early.
- Uses good judgment about what requires ownership involvement.
Schedule
Approximately 20 hours per week.
The position is designed to provide coverage throughout the week rather than two completely disconnected workdays.
A typical week may include:
- Remote administrative/bookkeeping work.
- Short daily review of urgent items.
- One or two scheduled property routes.
- Rental showings as needed.
- Vendor appointments as needed.
Some flexibility is required because property showings and maintenance do not always happen on a fixed schedule.
This is not a 24/7 on-call position.
Qualifications
Required
- Highly organized and dependable.
- Strong follow-through.
- Professional phone and written communication.
- Reliable transportation.
- Valid driver's license.
- Ability to travel between Hollywood and Miami.
- Comfortable working independently.
- Comfortable entering occupied and vacant rental properties when properly authorized.
- Strong basic accounting/bookkeeping skills.
- Experience with QuickBooks Online or similar software.
- Comfortable using smartphones, cloud storage, spreadsheets, calendars and task-management systems.
- Ability to deal professionally with tenants, guests, contractors and vendors.
- Strong attention to detail.
- Ability to identify when something doesn't look right and investigate it.
Strongly Preferred
- 2+ years of experience in property management, leasing, hospitality, bookkeeping or real estate operations.
- Experience personally showing and leasing apartments.
- Active Florida real estate license.
- Experience with Airbnb or short-term rentals.
- Experience using Hostaway or another property-management system.
- Experience coordinating maintenance vendors.
- QuickBooks Online experience.
- Experience with condominium properties or associations.
- Familiarity with smart locks and access-control systems.
Helpful but Not Required
- Florida CAM license.
- Spanish.
- Portuguese.
- Construction or maintenance knowledge.
Compensation
$25–$28 per hour, depending on experience and qualifications.
Approximately 20 hours per week initially.
Approved mileage between properties is reimbursed.
The position begins with a 60-day introductory period.
Strong performance can lead to:
- Additional hours.
- Increased responsibility.
- Compensation increases.
- Discretionary performance bonuses tied to portfolio results.
Performance bonuses may consider overall occupancy, collections, bookkeeping accuracy, maintenance completion, expense control and operating performance. This is not a commission-per-lease position.
Who This Position Is Best For
This is an excellent opportunity for someone who has worked as a:
- Assistant Property Manager.
- Leasing Coordinator.
- Property Administrator.
- Property Management Bookkeeper.
- Airbnb/Hospitality Operations Coordinator.
- Real Estate Assistant.
- Assistant Community Manager.
It is particularly well suited to someone who enjoys variety and wants meaningful responsibility without committing to a full-time corporate property-management position.
You might spend part of the morning reconciling QuickBooks, meet a prospective tenant for a showing, inspect a recently completed repair, call an HVAC contractor and finish the day making sure tomorrow's guest arrivals are ready.
We value common sense, organization, responsiveness and follow-through more than corporate titles.
How to Apply
Please send your résumé and a short response answering the following:
- Where do you currently live?
- Are you able to drive between Hollywood and Miami?
- What days and hours are you generally available?
- How many hours per week are you seeking?
- Describe your QuickBooks/bookkeeping experience.
- Describe your property-management or hospitality experience.
- Have you personally listed or shown rental apartments? If so, approximately how many?
- Do you currently hold a Florida real estate license or CAM license?
- Have you worked with Airbnb, Hostaway or similar platforms?
- Give an example of a property or maintenance problem that you personally followed from initial report through final resolution.
- What hourly compensation are you seeking?
- When could you start?
Please do not apply if you are looking only for remote bookkeeping work. This position requires regular property visits and rental showings in Hollywood and Miami.
Pay: $25.88 - $28.75 per hour
Work Location: In person
