Dream Big Property Management · 6 hours ago
Resident Services Coordinator
United States
Full-time
Remote
New Grad, Entry LevelDream Big Property Management is a growing company looking to hire a Full-Time Remote Resident Services Coordinator. The role involves managing resident communications, overseeing lease applications, and ensuring smooth move-in and move-out processes while maintaining a high standard of service and operational efficiency.
Real Estate
Hiring Manager
Brian Bean
Responsibilities
Serve as the first line of response for inbound resident communications via phone, email, text, DMs
Respond to resident inquiries within company response-time standards (same business day whenever possible)
Triage issues appropriately:
Resolve directly when possible
Direct to Maintenance, Field Services, Operations, or Property Manager with clear context and documentation
Maintain a professional, empathetic, and solution-oriented tone at all times
Document all meaningful resident interactions in company systems (Rentvine, Aptly, Notion as applicable)
Send standardized notices and communications (policy reminders, process explanations, next steps)
Oversee the lease-application process in pursuit of Dream Big’s efforts to fill vacancies within 7 days of start of marketing
Monitor incoming lease applications daily
Review applications for completeness and accuracy
Communicate promptly with applicants regarding missing or incomplete items
Pursue missing items until received, withdrawal, or deadline expires
Coordinate reference checks and background screening processes according to company standards
Ensure application data is correctly entered and stored in Rentvine and related systems
Maintain fair-housing-compliant, process-driven handling of all applicants
Communicate application status updates clearly and professionally
Prepare and assemble complete lease packages of approved residents for Property Manager to evaluate
Coordinate lease-signing logistics (e-signature workflows, deadlines, reminders)
Ensure all required documents, disclosures, and addenda are executed and stored properly
Coordinate utility setup confirmations and ancillary services where required
Update all company systems to reflect resident onboarding (Rentvine, portals, databases)
Confirm move-in readiness with Field Services and Operations prior to possession
Help ensure that new residents are having a pleasant, enjoyable, and worry-free move-in of one of our properties
Initiate move-out workflows upon receipt of notice
Send required notices, instructions, and timelines to residents
Coordinate administrative handoffs with Field Services for inspections and property access
Track key returns, documentation, and resident communications
Ensure moveout records are complete, organized, and compliant
Support security deposit documentation workflows within the legally compliant timelines
Track upcoming lease expirations based on company and contractural timelines
Prepare renewal documentation and draft lease packets
Research and compile resident history (rent payments, compliance status, notices, etc)
Send renewal offers and manage timelines
Follow up persistently — but professionally — to ensure signed renewals are returned
Update all systems with renewal documents, updated payment schedules, etc., and distribute copies to residents and investor clients
Act as a communication bridge between Residents and:
Property Managers
Field Services Coordinators
Maintenance Coordination
Operations Coordinators
Ensure handoffs are clear, documented, and confirmed
Flag risks, delays, or missing information early
Maintain shared accountability by closing loops and confirming outcomes
Maintain accurate, up-to-date records in Rentvine, Aptly, and related platforms
Follow and improve documented SOPs housed in Notion and Aptly
Proactively identify breakdowns, recurring resident questions, or inefficiencies
Suggest process improvements to Operations leadership
Ensure resident-related data integrity across systems
Update company processes and procedures in Notion to reflect any changes and to match with Aptly processes
Contribute to Dream Big Property Management reputation by generating 5-star testimonials from residents
Call and/or email company GatherKudos link to existing residents and approved applicants, as well as vendors and prospective clients, requesting they “share their experience.”
Track and follow up until they have either completed a testimonial or opted out
Qualification
Required
No real estate license required, but having one will expand your opportunities with us!
Smart, Hungry & Coachable
Strong organizational & multitasking skills
Proficient with tech tools & willing to learn new systems
Friendly, engaging communication skills, written and verbal
Reliable, consistent follow‑through
Complete Fair Housing Law certification class within last 6 months (Dream Big will arrange if new team member has not yet completed.)
Complete conative and cognitive assessments to match team members to team roles
Preferred
Property management or real estate experience
Bilingual (Spanish)
Prior use of Rentvine, LeadSimple, MLS, Tenant Turner
Bookkeeping or trust accounting familiarity
Customer service experience
Benefits
Competitive pay
Potential for performance bonuses tied to KPIs
Full access to Dream Big’s mentorship and professional development resources
Opportunity to play a critical role in a rapidly growing company
Company
Dream Big Property Management
Dream Big Property Management is an Advocate for responsible and visionary Inland Empire rental home Investors who want to secure a solid financial future using The 5 Profit Centers of Real Estate.
Founded in 2009
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase