Real Estate Project Coordinator

Collectors • Santa Ana, CA

2d • $31 - $42 • Hybrid

About The Position

Collectors is seeking a highly organized, collaborative, and proactive Real Estate Project Coordinator to support the planning, execution, and day-to-day management of commercial real estate projects and portfolio operations. This hybrid role combines administrative excellence with project coordination responsibilities, serving as a key partner across internal teams, landlords, brokers, consultants, vendors, and contractors. This Real Estate Project Coordinator thrives in a fast-paced environment, communicates effectively with diverse stakeholders, and enjoys bringing organization, accountability, and teamwork to complex real estate initiatives. You'll serve as an essential fulcrum on commercial real estate construction projects, workplace and real estate portfolio expansion, supporting a team of Real Estate Project Managers. You’ll report to the Senior Director, Global Real Estate and work from our Santa Ana, CA office headquarters. Remote or hybrid candidates will also be considered. We believe that there is significant value in in-person collaboration. If you live within a 1 hour commuting distance to one of our offices, you will be required to be onsite.

Requirements

• Bachelor’s degree preferred
• 3+ years of experience in real estate administration, project coordination, facilities, construction, or related environment
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proven ability to collaborate across teams, process oriented and build positive working relationships
• Detail-oriented with strong follow-through and problem-solving skills
• Proficiency with Google Suite, and project management tools
• Candidates must be authorized to work in the United States.

Nice To Haves

• Experience with lease administration systems, construction project management technology or real estate software is a plus
• Passionate about the collectibles industry, manufacturing environments and process improvements

Responsibilities

• Coordinate real estate projects including lease transactions, construction tenant improvement projects and new site openings
• Maintain lease administration records including critical dates, rent schedules, notices, amendments, and landlord communications
• Organize and manage digital files, site documentation and floor plans
• Prepare reports, presentations, and summaries related to portfolio activity and project status
• Partner closely with Finance, Legal, IT, People, and external vendors to align project needs and timelines
• Schedule and facilitate project meetings, prep agendas, document action items, and facilitate next steps
• Track project schedules, milestones, budgets, risks, and deliverables to help ensure successful execution
• Maintain project documentation including contracts, proposals, approvals, and closeout files
• Assist with invoice processing, budget tracking, purchase orders, and vendor onboarding
• Assist the project closeout process including turnover documentation and financial reconciliation
• Respond to internal stakeholder inquiries related to lease and project status
• Leverage AI to ideate creatively on ways to improve Real Estate team reporting, project modeling and other project management processes
• Gather and analyze data to identify and resolve complex problems that arise with little or no precedent, and recommend solutions
• Identify opportunities to improve workflows, reporting, communication, and project tracking tools
• Help develop standardized processes and templates that enhance team efficiency and consistency

Benefits

• Health Insurance: All full-time employees are eligible to enroll in Medical, Dental, and Vision
• Additional Benefits: Full-time employees are eligible for fertility, commuter, and educational assistance benefits
• 401(K) Matching Plan: We are proud to offer a competitive 401k matching plan to our employees to support their future financial goals
• Vacation: All full-time employees are eligible for paid vacation
• Holiday Pay: All regular, full-time employees are eligible for ten company paid holidays
• Employee Discounts: Employees receive discounts on select grading services for approved submissions
• Flexible Hours: Many of our teams offer flexible schedules with varying shifts and will work with you to accommodate your needs
• Fun Working Environment: Our team members are invited to participate in celebrations, holiday events, and team building activities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level