Real Estate Operations Coordinator

The Sobrato Organization • Mountain View, CA

10h • $80,000 - $90,000 • Hybrid

About The Position

The Real Estate Operations Coordinator provides administrative and analytical support to the Asset Management and Property Management departments in managing the operational and investment activities of The Sobrato Organization’s real estate portfolio. The portfolio includes multifamily and commercial assets located along the West Coast, with a significant concentration in the San Francisco Bay Area. The role primarily supports Asset Management and Property Management and interacts with other real estate groups, including Development, Leasing/Transactions, Portfolio Management, and Sustainability. Work includes both independent and collaborative responsibilities.

The coordinator supports portfolio operations, transaction due diligence and closings, and real estate content on the company website and intranet. The position is hybrid and based in Mountain View, California. It reports to the VP of Commercial Property Management, with a dotted-line reporting relationship to the VP of Multifamily Asset Management.

Requirements

• High school diploma and commensurate experience.
• At least 5 years of experience in a similar role.
• Strong project management or project coordination skills, including the ability to manage multiple priorities, deadlines, and stakeholders; familiarity with organization tools or systems such as Asana.
• Strong organization and prioritization skills with acute attention to detail.
• Significant analytical, comprehension, and problem-solving skills, as well as advanced verbal and written communication skills.
• Professionalism and eagerness to learn.
• Proficiency with Microsoft Office products, including Outlook, PowerPoint, Excel, Word, Teams, and Projects.
• Ability to use Excel for data entry and basic analytical functions.
• Ability to multitask, proactively identify potential issues, and provide assistance where needed.
• Ability to work collaboratively and independently with minimal supervision.
• Excellent interpersonal skills and ability to build and maintain productive relationships with internal and external partners.

Nice To Haves

• Associate or bachelor’s degree.
• Knowledge of AI tools such as Claude, ChatGPT, Gemini, or Copilot.
• Familiarity with property management reporting applications such as Yardi or MRI.
• Experience with financial reports, reconciliations, and budgeting processes.
• Administrative or property management experience.

Responsibilities

• Support the Multifamily Asset Management and Commercial Property Management teams with portfolio operations and management.
• Maintain property, vendor, and commercial tenant databases, including contact, lease, scheduling, and other key information.
• Draft correspondence to commercial tenants about lease administration, including rent increases and CAM reimbursements.
• Assist with contract administration, including filing vendor proposals and service contracts, obtaining insurance certificates, and preparing termination letters.
• Respond to vendor and tenant requests and coordinate meeting schedules with property managers, vendors, and tenants.
• Support preparation of budgets, tenant CAM estimates, year-end reconciliations, and expenses for taxes, insurance, and debt service.
• Audit third-party management firms’ expense pass-throughs, incentive compensation, cash policies, and management fees.
• Manage housing assistance payment allocation and distribution to properties and collection of commercial tenant maintenance records.
• Manage Energy Star and Measurabl data quality and assist with energy reporting and benchmarking requirements.
• Coordinate the annual budget process, including timelines, site inspections, data entry, and vendor proposals.
• Maintain lender relationships and coordinate site inspections, quarterly financial reporting, and lender compliance requirements.
• Coordinate with accounting and finance to ensure timely and accurate invoice payments, particularly property taxes; code invoices as needed and review aged receivables and payables as needed.
• Maintain property files in Box, including financial statements, construction documents, and blueprints in electronic and hard-copy formats.
• Manage calendars, coordinate meetings and conference calls, file documents, obtain a notary license, and notarize internal documents as needed.
• Support property tax appeals by gathering information and tracking progress; review and approve third-party reimbursements.
• Lead third-party document retention, including MORs and other financial or operating reports.
• Assist the multifamily team with Weekly Rent Summary reporting and prepare owner-paid expenses for inclusion in property financials.
• Coordinate acquisition, disposition, and financing transactions from initial screening through closing.
• Lead engagement of vendors and consultants supporting transaction due diligence and closings; review proposals and third-party drafts for accuracy and recommend adjustments.
• Track transaction milestones, deadlines, and contingencies; maintain transaction records and due diligence files and manage file sharing.
• Assist with post-closing reconciliations and work with legal counsel, 1031 tax exchange advisors, and title and escrow officers on closing documents.
• Communicate transaction status proactively and identify issues with relevant parties.
• Partner with the VP of Communications to create content highlighting the Real Estate group’s successes and impact.
• Assist with managing company website and intranet pages to ensure relevant real estate content is posted promptly.
• Perform other responsibilities as assigned.

Benefits

• Medical, dental, and vision benefits for employees and dependents, starting the first of the month following hire.
• Short- and long-term disability insurance and life insurance.
• Fertility program benefits.
• Mental health benefits for employees and dependents.
• Retirement savings account with matching contributions of up to 10%.
• Twenty PTO days in the first year, in addition to paid year-end closure days between Christmas and New Year’s Day.
• Eleven paid holidays.
• Transit commuter benefits.
• Tuition assistance and professional development initiatives.
• Technology allowance.
• Employee matching gifts program.
• Generous parental leave.
• Flexible and inclusive work environment.
• Business casual dress code and professional yet comfortable work environment.
• Catered lunches, healthy snacks, and beverages.
• Acknowledgement for exceptional work and important moments in employees’ lives.
• Discretionary bonus eligibility.

What This Job Offers

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