Facilities Transaction and Planning Coordinator

AAA • Costa Mesa, CA

6d • Onsite

About The Position

As a primary coordination point for the Real Estate team, verifies completion of critical tasks and proactively supports stakeholders involved in Real Estate Planning, Construction, Facilities, and Real Estate transactions. Works closely with Real Estate team members, and internal business partners to coordinate activities, prepare meeting packets, maintain documentation, track action items, and support timely completion of work. Administrative & Transaction Support #Real Estate Team Support Specifically support the Real Estate team, including scheduling meetings, creating the monthly Real Estate meeting packet, taking meeting minutes, tracking action items, and following up on outstanding items. Track key dates, deliverables, and outstanding items and provide updates to the appropriate team members. Track tenant allowance documentation and follow up on outstanding items as directed by the Real Estate team. Ensure projects and transactions are accurately closed out and required documentation is received in a timely manner. Reporting & Documentation Prepare reports, meeting minutes, and action-item trackers for the Facilities organization. Manage documentation including contracts, budgets, schedules, proposals, and approvals. Maintain best-practice templates. Organize and track RFIs for appropriate team review and approval. Maintain approved vendor information. Facilitate RFPs as needed by the Facilities organization teams. Process transaction requests for the Facilities organization teams. Create POs. Process invoices. Maintain payment trackers. Perform administrative duties including, but not limited to, copying, travel arrangements, expense report preparation, and Teams meetings. Support Real Estate team members on larger or more complex initiatives. Assist with tracking Facilities, Space Planning, and Real Estate activities. Communicate project and transaction information to appropriate internal teams. Coordinate meetings and information between internal stakeholders, contractors, vendors, and other partners. Proactively track outstanding tasks and follow up with responsible parties. Perform other duties and tasks as assigned.

Requirements

• 2–3 years of practical experience.
• Real Estate, Facilities, or previous project coordination/support experience preferred.
• Experience with PO and transaction creation and tracking.
• Knowledge of Real Estate or Facilities preferred.
• Basic proficiency with Microsoft Office products.
• Self-motivated and proactive.
• Strong interpersonal skills with the ability to interact with internal and external clients.
• Organized and detail-oriented with the ability to prioritize and manage differing business needs.
• Strong follow-through and ability to track multiple action items through completion.
• Ability to multitask and reprioritize as business needs change.
• Ability to work both collaboratively and independently.

Responsibilities

• Support the Real Estate team, including scheduling meetings, creating the monthly Real Estate meeting packet, taking meeting minutes, tracking action items, and following up on outstanding items.
• Track key dates, deliverables, and outstanding items and provide updates to the appropriate team members.
• Track tenant allowance documentation and follow up on outstanding items as directed by the Real Estate team.
• Ensure projects and transactions are accurately closed out and required documentation is received in a timely manner.
• Prepare reports, meeting minutes, and action-item trackers for the Facilities organization.
• Manage documentation including contracts, budgets, schedules, proposals, and approvals.
• Maintain best-practice templates.
• Organize and track RFIs for appropriate team review and approval.
• Maintain approved vendor information.
• Facilitate RFPs as needed by the Facilities organization teams.
• Process transaction requests for the Facilities organization teams.
• Create POs.
• Process invoices.
• Maintain payment trackers.
• Perform administrative duties including, but not limited to, copying, travel arrangements, expense report preparation, and Teams meetings.
• Support Real Estate team members on larger or more complex initiatives.
• Assist with tracking Facilities, Space Planning, and Real Estate activities.
• Communicate project and transaction information to appropriate internal teams.
• Coordinate meetings and information between internal stakeholders, contractors, vendors, and other partners.
• Proactively track outstanding tasks and follow up with responsible parties.
• Perform other duties and tasks as assigned.

Benefits

• Health coverage for medical, dental, vision
• 401(K) saving plans with company match AND Pension
• Tuition assistance
• Floating holidays and PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts (membership, insurance, travel, entertainment, services and more!)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed