Real Estate Administrator

NFP Corp; Pittsburgh (Allegheny County); On-site; USD 53,000 - 75,000; Full time

Benefits offered by this job

PTO & paid holidays

401(k) with match

Health & wellness programs

Exclusive discount programs

Job summary

NFP Corp is seeking a Real Estate Administrator to coordinate day-to-day real estate operations, manage documentation, and support client and vendor communications. The role includes coordinating repairs, inspections, appraisals, and maintaining accurate records across property files.

Applicants should have an associate's or bachelor's degree in business administration or related fields, with prior real estate administrative experience.

Qualifications

• Associate's or bachelor's degree in business administration, real estate, property management, or a related field preferred; equivalent relevant experience may be considered.
• Prior administrative experience in real estate, property management, transaction coordination, vendor coordination, or a related setting preferred.
• Experience maintaining detailed records, coordinating vendors, and tracking multiple deadlines and projects preferred.

Responsibilities

• Coordinate day-to-day real estate operational and administrative activities.
• Serve as a point of contact for client requests, vendor communications, and property-related matters.
• Prepare reports, correspondence, spreadsheets, project updates, and related records.
• Maintain tracking tools, calendars, and follow-up items related to real estate projects and asset oversight.
• Maintain accurate property files, contracts, insurance documentation, tax records, appraisals, inspection reports, vendor agreements, invoices, and correspondence.
• Track insurance renewals, inspection schedules, appraisal updates, tax deadlines, HOA requirements, maintenance projects, and transaction milestones.
• Monitor documentation requirements and follow up on missing,expired, or incomplete records.
• Coordinate repairs, maintenance projects, inspections, and contractor activities from initiation through completion.
• Acquire proposals, estimates, invoices, and accompanying records from vendors and contractors.
• Track open maintenance items and follow up to ensure timely completion.
• Coordinate insurance claims, inspections, and supporting documentation with carriers, adjusters, and service providers.
• Schedule and coordinate appraisals, property inspections, surveys, engineering reviews, and related services.
• Monitor HOA notices, violations, architectural review requests, and compliance requirements.
• Coordinate property tax payment processes and communications with taxing authorities when necessary.
• Maintain communication with clients regarding repairs, inspections, property matters, and project status updates.
• Track contract achievements, verification processes, closing requirements, and transaction timelines.
• Coordinate collection of transaction-related documents and supporting materials.
• Maintain project dashboards and reporting tools covering inspections, claims, maintenance activities, and transaction status.
• Raise material property issues, compliance concerns, insurance matters, or project delays to department leadership when appropriate.

Skills

Organization

Detail-oriented

Administrative skills

MS Office proficiency

Education

Business Administration degree

Tools

Microsoft Office

Job description

Posting Description

Who We Are:

NFP, an Aon company, is a multiple Best Places to Work award winner in Business Insurance who has also earned the WORK180 employer endorsement. We are an organization of consultative advisors and problem solvers. We help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. To learn more, please visit: https://www.NFP.com.

KEY TASKS AND RESPONSIBILITIES

Administrative & Department Support

• Coordinate day-to-day real estate operational and administrative activities.
• Serve as a point of contact for client requests, vendor communications, and property-related matters.
• Prepare reports, correspondence, spreadsheets, project updates, and related records.
• Maintain tracking tools, calendars, and follow-up items related to real estate projects and asset oversight.

Property Records & Asset Documentation

• Maintain accurate property files, contracts, insurance documentation, tax records, appraisals, inspection reports, vendor agreements, invoices, and correspondence.
• Track insurance renewals, inspection schedules, appraisal updates, tax deadlines, HOA requirements, maintenance projects, and transaction milestones.
• Monitor documentation requirements and follow up on missing, expired, or incomplete records.

Property Operations, Maintenance & Client Support

• Coordinate repairs, maintenance projects, inspections, and contractor activities from initiation through completion.
• Acquire proposals, estimates, invoices, and accompanying records from vendors and contractors.
• Track open maintenance items and follow up to ensure timely completion.
• Coordinate insurance claims, inspections, and supporting documentation with carriers, adjusters, and service providers.
• Schedule and coordinate appraisals, property inspections, surveys, engineering reviews, and related services.
• Monitor HOA notices, violations, architectural review requests, and compliance requirements.
• Coordinate property tax payment processes and communications with taxing authorities when necessary.
• Maintain communication with clients regarding repairs, inspections, property matters, and project status updates.

Transactions & Project Coordination

• Track contract achievements, verification processes, closing requirements, and transaction timelines.
• Coordinate collection of transaction-related documents and supporting materials.
• Maintain project dashboards and reporting tools covering inspections, claims, maintenance activities, and transaction status.
• Raise material property issues, compliance concerns, insurance matters, or project delays to department leadership when appropriate.

NFP Structured Settlements / NDC Advisors | Real Estate Administrator Additional Acquisition, Disposition & Vendor Due Diligence Responsibilities

• Coordinate inspections, appraisals, contractor evaluations, vendor proposals, and due diligence activities associated with the purchase and sale of real estate assets.
• Assist with the collection, review, organization, and tracking of due diligence materials required for acquisitions and dispositions.
• Coordinate contractor selection and project planning for repairs, maintenance, capital improvements, and transaction related initiatives.
• Conduct due diligence on contractors and vendors, including verification of licensing, insurance coverage, references, qualifications, and prior project experience.
• Collect and maintain certificates of insurance, licenses, permits, and other required vendor documentation.
• Review contractor proposals, scopes of work, pricing, references, and prior projects and provide information to department leadership for consideration.

Skills and Attributes

• Highly organized, detail oriented, and able to manage multiple assignments, deadlines, and follow-up items.
• Strong administrative, written, verbal, and customer-service skills.
• Ability to maintain accurate records, review documentation for completeness, and identify items requiring follow-up or escalation.
• Ability to handle confidential and sensitive information with discretion and professionalism. Strong problem-solving skills and sound judgment.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, PowerPoint, and Teams; ability to learn additional systems.
• Ability to work independently while collaborating effectively with the Real Estate Lead, internal departments, clients, and external partners.

Education/Experience

• Associate's or bachelor's degree in business administration, real estate, property management, or a related field preferred; equivalent relevant experience may be considered.
• Prior administrative experience in real estate, property management, transaction coordination, vendor coordination, or a related setting preferred.
• Experience maintaining detailed records, coordinating vendors, and tracking multiple deadlines and projects preferred.

What We Offer:

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $53,000 – $75,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

NFP and You... Better Together!

NFP is an inclusive Equal Employment Opportunity employer.