Real Estate Portfolio Coordinator

Kidder Mathews; Irvine (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Kidder Mathews in Irvine, CA, is seeking a Portfolio Assistant to support the Manager(s) in day-to-day operations for the assigned portfolio, ensuring leasing and financial processes run smoothly.

You will maintain building floor plans and vacancy logs, coordinate leases and notices, prepare monthly owner statements, code invoices, assist with CAM reconciliations, and help respond to tenant concerns while building strong relationships with owners and vendors.

Qualifications

• Good communication and organizational skills.
• Professional ability to build relationships with clients, vendors and internal partners.
• Professional communication etiquette with good oral and written communication skills.
• Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment.
• Ability to speak, write and understand English.
• Exceptional attention to detail.
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management.
• Demonstrated initiative and trouble shooting skills.
• Demonstrated ability to recognize high quality maintenance work.
• Demonstrated ability to draft quality, well written emails, reports and letters.

Responsibilities

• Leasing: Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition.
• Maintain building floor plans, vacant space log, and stack plans.
• Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents.
• Distribute lease documents to Owner, Administrative Assistant, and Tenant.
• Coordinate signage, keys, and distribution of property information sheet to Tenant.
• Receive, code, and track all invoicing related to lease commissions.
• As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files.
• Financial and Reporting: Code invoices/payables in a timely manner each week.
• Research problems with invoices, including resolving past due balances.
• Create Account Action Request forms for Manager’s signature.
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s).
• Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
• Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
• Prepare new vendor set up form for approval by Manager
• Request appropriate insurance information from new vendors ensuring all required information is received
• As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
• Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input

Skills

Communication

Organization

Relationship building

Written communication

Multitasking

English proficiency

Attention to detail

Customer service

Initiative

Troubleshooting

Email drafting

Report writing

Education

High School Degree

Job description

Kidder Mathews in Irvine, CA, is seeking a Portfolio Assistant to support the Manager(s) in day-to-day operations for the assigned portfolio, ensuring leasing and financial processes run smoothly.

You will maintain building floor plans and vacancy logs, coordinate leases and notices, prepare monthly owner statements, code invoices, assist with CAM reconciliations, and help respond to tenant concerns while building strong relationships with owners and vendors.