Position Announcement: Real Estate Operations Coordinator

Sobrato; Mountain View (CA); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Disability and life insurance

Fertility program benefits

Mental health benefits

Retirement with 10% match

PTO 20 days + year-end closure

11 paid holidays

Tuition assistance

Technology allowance

Employee matching gifts program

Parental leave

Flexible work environment

Catered lunches and snacks

Job summary

The Sobrato Organization is seeking a capable professional in Mountain View, CA to support Asset Management and Property Management operations across an 8,000-unit portfolio. You will manage due diligence, budgets, databases, and vendor contracts while coordinating with multiple teams to ensure timely execution of tasks.

Ideal candidates have 5+ years in a similar role, strong analytical skills, and proficiency with MS Office and project tools like Asana.

Qualifications

• 5+ years of experience in a similar role with strong project coordination.
• Exceptional organizational skills and attention to detail.
• Proficient in MS Office and familiarity with Asana or similar tools.
• Strong written and verbal communication with internal/external partners.

Responsibilities

• Portfolio Operations Support: assist asset and property teams with portfolio management tasks, budgets, audits, and vendor coordination.
• Transactions Coordinator: support acquisitions, dispositions, and financings from screening to closing, tracking milestones and documents.
• Website & Intranet Management: assist with content updates and maintenance of real estate sections.
• Other Responsibilities: perform additional duties as assigned by leadership.

Skills

Project coordination

Analytical skills

Attention to detail

Communication skills

Team collaboration

Multitasking

MS Excel

MS Office suite

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Asana

Box

Energy Star

Measurabl

Microsoft Excel

Microsoft Office

Job description

Mountain View, CA

Work Schedule: Hybrid

Status: Full-Time

FLSA Status: Non-Exempt

Work Location: Mountain View, CA

Salary Range: $80k to $90k plus annual discretionary bonus eligibility

JOB SUMMARY

This position involves providing administrative and analytic support to the Asset Management and Property Management departments with their operational and investment activities of Sobrato’s real estate portfolio. The portfolio consists of approximately 8,000 multifamily units and over 6 million square feet of commercial assets. The portfolio is located along the West Coast with a significant concentration in the SF Bay Area.

The position will have primary responsibilities with the Asset and Property Management departments and will interact with all real estate business groups, including Development, Leasing/Transactions, Portfolio Management, and Sustainability. This role’s specific responsibilities include, but are not limited to, managing due diligence/closing processes, maintaining databases, drafting written correspondence to external parties, and supporting the preparation of budgets. This position involves both individual and collaborative work.

RESPONSIBILITIES AND TASKS

Job Responsibility 1: Portfolio Operations Support

60% of Time

• Provide support to the Multifamily Asset Management and Commercial Property Management teams with the operations and management of their portfolios.
• Maintain property, vendor, and commercial tenant databases by updating contact information, lease information, vendor scheduling, and other key data.
• Draft written correspondence to commercial tenants for lease administrative matters such as rent increases and CAM reimbursement bill backs.
• Assist with contract administration, including (i) preparing and filing proposals/service contracts with third-party vendors; (ii) obtaining vendor insurance certificates; and (iii) preparing/filing termination of service letters.
• Assist with responding to vendor and commercial tenant requests and help coordinate schedules between the Property Managers and the vendors/tenants for meetings.
• Provide support with preparing budgets, tenant CAM estimates, and year-end reconciliations.
• Provide support with compiling budgetary expenses for taxes, insurance, and debt service.
• Perform periodic audits of third-party management firms, including expense pass-throughs, incentive compensation, cash retention/disbursement policies, and management fees.
• Manage housing assistance payment allocation and distribution to properties.
• Oversee the process for collection of commercial tenant maintenance records.
• Manage energy reporting systems (Energy Star, Measurabl) for data quality assurance and assist with reporting/benchmarking requirements.
• Manage the annual budget process by creating project timelines, scheduling site inspections, completing data entry, and gathering/filing vendor proposals.
• Establish and maintain relationships with lenders, including coordination of periodic site inspections, quarterly financial reporting, and lender compliance requirements.
• Work closely with accounting and finance departments to ensure accurate and timely payments of invoices, particularly property taxes.
• Assist with coding of invoices as needed.
• Review financial reports for aged receivables and payables as needed.
• Maintain all property files in Box, including monthly third-party financial statements, construction documentation, and blueprints in hard copy and electronic format.
• Manage calendars and coordinate meetings and conference calls.
• File documents as needed.
• Obtain a notary license and notarize internal documents as needed.
• Assist with property tax appeals by gathering requested information and ensuring the appeal continues to progress as needed.
• Review and approve third-party reimbursements.
• Take the lead with third-party document retention, such as Management and Occupancy Reviews (MORs) and other pertinent financial or operating reports.
• Assist the Multifamily team with preparing the Weekly Rent Summary reporting.
• Prepare owner-paid expenses for inclusion in property financials.

Job Responsibility 2: Transactions Coordinator

30% of Time

• Assist with managing the transaction process for acquisitions, dispositions, and financings from initial screening to closing.
• Lead the process of engaging third-party vendors and consultants that will be assisting with the diligence and closing of transactions.
• Perform initial review of vendor proposals and third-party drafts for accuracy and provide recommendations for adjustments when necessary.
• Track key milestones, deadlines, and contingencies to ensure timely execution.
• Maintain and update transaction records for the status of due diligence files and manage the file-sharing process.
• Help review and prepare post-closing reconciliations.
• Work closely with legal counsel, 1031 tax exchange advisors, and title and escrow officers on the preparation, execution, and distribution of closing documents.
• Communicate proactively with all parties to provide status updates and to identify issues.

Job Responsibility 3: Website & Intranet Management

5% of Time

• Work in partnership with the VP of Communications on creating engaging content that highlights the Real Estate group’s successes and impact.
• Assist with the management of the company’s website and intranet pages to ensure that relevant real estate content is posted in a timely manner.

Job Responsibility 4: Other Responsibilities as Assigned

5% of Time

• Other responsibilities as assigned

Education / Training

• High school diploma and commensurate experience.
• An associate or bachelor's degree is a plus.

Experience/Technical Skills

Required:

• 5+ years of experience in a similar role.
• Exceptional project coordination skills, with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously, and familiarity with organization tools such as Asana.
• Exhibit an ability to organize and prioritize with acute attention to detail.
• Significant analytical, comprehension, and problem-solving skills, as well as advanced verbal and written communication skills.
• A high degree of professionalism and eagerness to learn.
• Proficient with Microsoft Office software products, including Outlook, PowerPoint, Excel, Word, Teams, and Project.
• Ability to use MS Excel for data entry and basic analytical functions.
• Ability to multitask and be proactive in identifying potential issues and providing assistance where needed.
• Ability to work collaboratively in a team environment, but also individually with minimal supervision.
• Excellent interpersonal skills with the ability to build and maintain productive relationships with internal and external partners.

Preferred:

• Knowledge of AI tools (Claude, ChatGPT, Gemini, Copilot) is a plus.
• Familiarity with property management reporting applications such as Yardi or MRI, a plus.
• Experience working with financial reports, reconciliations, and budgeting processes preferred.
• Administrative or property management experience, a plus.

ORGANIZATION

Reports to:VP of Commercial Property Management with a dotted line to VP, Multifamily Asset Management

Direct Reports:N/A

Alignment to Our Mission, Culture, and Values

We hire individuals who share our vision of building a better future through business and philanthropic leadership, impacting the lives of countless fellow residents of our region in a way that could be replicated in other major metropolitan regions around the country and affecting the lives of millions.

Our Mission and Values

The Sobrato Organization’s mission is to build a more equitable and sustainable world through business and philanthropic leadership. We work to inspire current and future generations to steward family resources in service of others around the world. We have established a deep legacy in Silicon Valley that includes a commitment to community, and our values honor and promote this legacy:

Mutual Accountability: We earn trust by taking ownership of our work and honoring our commitments to each other, our partners and our communities.

Collaboration: We believe in the value of collaboration and partnership in achieving effective solutions. We treat people with respect and value the diverse experiences and perspectives of our partners, colleagues and investees.

Engagement: We recognize that lasting impact requires building deep relationships with our stakeholders and getting proximate to our communities and the work. We act with humility, respect and compassion.

Excellence: We focus on results, maintain a strong work ethic, and persist through challenges. We innovate, take risks, and embrace creativity and continuous learning.

Integrity: We endeavor to deal transparently, honestly and fairly. We strive to do what is right, especially when it is hard.

• Medical, dental, and vision benefits for employees and dependents, effective on the date of hire
• Short- and long-term disability and life insurance
• Fertility program benefits
• Comprehensive mental health benefits for employees and dependents
• Retirement savings account with matching contributions of up to 10%
• Twenty PTO days in the first year of service, in addition to paid year-end closure days between Christmas and New Year’s Day
• Eleven paid holidays
• Tuition assistance and professional development initiatives for growth
• Technology allowance
• Employee matching gifts program
• Generous parental leave
• Flexible and inclusive work environment
• Enjoy a professional yet comfortable work environment with our business casual dress code
• Catered lunches, healthy snacks and beverages
• Acknowledgment for exceptional work as well as important moments in the lives of those we work with

Compensation Transparency

At TSO, base pay is part of a broader compensation package and is set within a range, allowing for growth as you advance in your role. The pay range for this role is between $80,000 and $90,000 with annual discretionary bonus eligibility.

Salary offers are determined based on various factors, including experience, education, licensure and/or certifications, internal equity, and specific business and organizational needs.

About Us

Founded by John A. Sobrato in 1979 and led by CEO Tony Mestres, The Sobrato Organization remains a family-owned firm known for integrity and dedication, with no outside investors or joint venture partners. Since 1953, the Sobrato Family has played a pivotal role in shaping Silicon Valley through its real estate development. Its office and R&D projects comprise 6 million square feet, most of which are Class A, mid-rise office buildings. TSO also owns 30 apartment communities totaling 8,000 units along the West Coast. Through Sobrato Philanthropies, the firm has donated more than $379 million in cash and real estate to the Silicon Valley community. We have established a deep legacy in Silicon Valley that includes a commitment to community and our values honor and promote this legacy.

The Sobrato Organization is committed to its mission of building strong and vibrant communities where we live and do business. To achieve this, we embrace becoming a more diverse, inclusive, and equitable organization that empowers our people. Our team remains at the core of what we do. We strive to consistently lead from a space of learning and strengthening our capacity for change. We understand our responsibility to cultivate a culture of belonging, appreciation, and respect. We believe that TSO must be a place where staff feel at ease in expressing themselves honestly and openly. Advancing these important initiatives is mission-critical to our ability to maximize our impact in the world.

The Sobrato Organization is an equal-opportunity employer dedicated to building a team that represents a diversity of backgrounds, cultures, experiences, perspectives, and skills and to creating an environment of inclusion and belonging for all employees regardless of race, skin color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. The Sobrato Organization is expanding, and we are passionate about growing our staff with people who have diverse voices with different lived experiences.

Applicants must be currently authorized to work in the United States. The Sobrato Organization is unable to provide employment visa sponsorship for this position now or in the future.