Real Estate Operations Coordinator
The Sobrato Organization
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Benefits dieser Stelle
Zusammenfassung
The Sobrato Organization seeks a capable Operations Coordinator to support Asset and Property Management across a West Coast portfolio of multifamily and commercial assets. The role combines budgeting, data management, and vendor coordination within a collaborative team.
Responsibilities include due diligence, budget preparation, and coordinating transactions with legal counsel, lenders, and third parties. A minimum of 5 years' experience and strong MS Office skills are required.
Qualifikationen
- 5+ years of experience in a similar role.
- Proven project coordination skills across multiple priorities and stakeholders.
- Strong analytical and written communication abilities.
Aufgaben
- Support Asset and Property Management with portfolio operations and budgeting.
- Coordinate transactions including acquisitions, dispositions, and financings from screening to closing.
- Manage websites and intranet content in collaboration with Communications leadership.
- Perform reconciliations and assist with vendor and lender communications.
Kenntnisse
Ausbildung
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Jobbeschreibung
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Mountain View, CA, US
3 days ago Requisition ID: 1153
Salary Range: $80,000.00 To $90,000.00 Annually
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
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.
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 and property financials.
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.
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.
5% of Time
- Other responsibilities as assigned
- High school diploma and commensurate experience.
- An associate or bachelor's degree is a plus.
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.
Reports to: VP of Commercial Property Management with a dotted line to VP, Multifamily Asset Management
Direct Reports: N/A
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.
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
- Acknowledgement for exceptional work as well as important moments in the lives of those we work with
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.
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.
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