Real Estate Document Processing Coordinator

California Builder Services • Clovis, CA

10d • Onsite

About The Position

California Builder Services (CBS) helps homebuilders and land developers move residential subdivisions through one of the country's most complex regulatory processes: approval by the California Department of Real Estate (DRE). We process a high volume of filings a year — from condo conversions to master-planned communities — and our work determines when clients can start selling homes. Every day here runs on details, deadlines, and paper. This is the engine-room role on our processing team — the person who makes sure nothing gets lost, forgotten, or left untouched. It's an internal role supporting our Project Managers and Consultants, though you'll coordinate directly by phone and email with municipal offices, utility companies, and state agencies to track down documents and confirm filings. It's fast-paced and detail-obsessed — a misplaced comma can cause real problems for us. We need someone who catches errors before they become someone else's problem. This is also a growth role. Every Project Coordinator, Consultant, and Department Manager on our team started here.

Requirements

• High school diploma required
• 2+ years in a professional environment where you held real responsibility.
• Working proficiency in Microsoft Word, Excel, and Outlook; comfortable navigating online databases and search tools.
• Basic, real-world understanding of how property taxes, utility bills, and municipal permits work.
• Comfortable in Outlook, Word, and Excel.
• Can write a clean, professional email and pick up the phone without rehearsing what you're going to say.

Nice To Haves

• Bachelor's degree in business administration, real estate, or construction management preferred.
• Background in real estate, escrow, title, construction, permitting, engineering, or mapping is a plus, not a requirement.
• Sharp, borderline obsessive attention to detail.
• Strong written and verbal communication — clean emails, confident phone calls.
• Comfortable managing a high volume of competing priorities without dropping any of them.
• Works well on a close-knit team, in a fast-moving environment.

Responsibilities

• Process incoming mail: open, scan, and save documents to our server, correctly filed and named.
• Maintain the CRM log of every active project and its status.
• Set reminders and send follow-up emails to request outstanding documents, and keep following up until you get them.
• Stamp and time-date documents the moment they're received, and log them into our system.
• Handle the physical side of the job: copying, scanning, hole-punching, and filing.
• Call and coordinate with municipalities, utility companies, and state agencies to track filings and request documents.
• Review incoming documents for accuracy and flag anything that looks off before it becomes a problem.

Benefits

• 401(k) with employer matching
• Health, dental, vision, and life insurance
• Paid time off: 4 weeks of annual sick leave and vacation accrual
• 9 paid holidays
• Performance bonuses
• Team outings

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED