Facilities Transaction and Planning Coordinator

AAA Auto Club Enterprises; Costa Mesa (CA); On-site; USD 37,000 - 49,000; Full time

Benefits offered by this job

Health coverage

401(k) + Pension

Tuition assistance

Volunteer days

Paid parental leave

Wellness programs

Employee discounts

Job summary

AAA Auto Club Enterprises seeks an Administrative & Transaction Support specialist to coordinate tasks for the Real Estate team. You will verify completion of critical items, assist Real Estate Planning, Construction, Facilities, and Real Estate transactions, and help prepare meeting packets while tracking action items.

Schedule meetings, manage documents and invoices, create POs, and coordinate with internal stakeholders, contractors, and vendors.

Qualifications

• 2–3 years of practical experience in Real Estate, Facilities, or project coordination/support.
• Experience with PO creation and transaction tracking.
• Knowledge of Real Estate or Facilities preferred.
• Basic proficiency with Microsoft Office products.

Responsibilities

• Coordinate Real Estate team meetings and prepare meeting materials.
• Track key dates, deliverables, and action items, providing updates to team members.
• Process transaction requests, create POs, and manage related documentation.
• Maintain contract, budget, schedule, proposals and approvals documentation.
• Facilitate communication between internal stakeholders, contractors, vendors and other partners.

Skills

PO creation

Transaction tracking

Microsoft Office

Real Estate knowledge

Job description

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.

Experience, Qualifications & Technical Skills

• 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.

Organizational & Interpersonal Skills

• 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.

The starting pay range for this position is:
$26.91 - $35.84
Additionally, for full time positions, you will be eligible to participate in our incentive program based upon the achievement of organization, team and personal performance.

Remarkable 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!)

Auto Club Enterprises is the largest club within the national AAA federation. We have nearly 17,000 employees in 24 states helping more than 18 million members. The strength of our organization is our employees. Bringing together and supporting different cultures, backgrounds, personalities, and strengths creates a team capable of delivering legendary, lifetime service to our members. When we embrace our diversity – we win. All of Us! With our national brand recognition, long-standing reputation since 1900, and constantly growing membership, we are seeking career-minded, service-driven professionals to join our team.

“Through dedicated employees we proudly deliver legendary service and beneficial products that provide members peace of mind and value.”

AAA is an Equal Opportunity Employer

Our organization participates in E-Verify

The Automobile Club of Southern California will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance (FCIHO), the Unincorporated Los Angeles County (ULAC) regulation, and the California Fair Chance Act (CFCA).