Real Estate Project Coordinator

Collectors; Santa Ana (CA); Hybrid; USD 43,000 - 58,000; Full time

Benefits offered by this job

Health Insurance

401(K) Matching Plan

Paid vacation

Holiday pay

Educational assistance

Commuter benefits

Job summary

Collectors seeks a Real Estate Project Coordinator to support planning, execution, and day-to-day management of commercial real estate projects and portfolio operations. This hybrid role partners with internal teams, landlords, brokers, consultants, vendors, and contractors from our Santa Ana, CA headquarters.

You will help coordinate lease transactions, site openings, and construction projects while maintaining critical records and financial trackers. Remote or hybrid candidates are considered.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of real estate administration or project coordination experience.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proven ability to collaborate across teams and build relationships.

Responsibilities

• Coordinate real estate projects including lease transactions, TI work, and new site openings.
• Maintain lease administration records, including dates, rent schedules, notices and landlord communications.
• Organize and manage digital files, site documentation and floor plans.
• Prepare reports, presentations, and summaries related to portfolio activity and project status.
• Track project schedules, budgets, risks, and deliverables to ensure successful execution.
• Assist with invoice processing, budget tracking, and vendor onboarding.

Skills

Real estate coordination

Project coordination

Communication

Organization

Cross-functional collaboration

Education

Bachelor's degree

Tools

Google Suite

Project management tools

Job description

Collectors is the leading creator of innovative technology that provides value-added services for collectors worldwide. We grade, authenticate, vault, and sell millions of record-setting collectibles, all while modernizing and digitalizing the process to further our mission of helping collectors pursue their passions. We’re always on the lookout for talented people to join our growing team.
Our services span collectible trading cards, autographs, comic books, coins, video games, event tickets, and memorabilia. Our subsidiaries include PSA, PCGS, Beckett, SGC, and Card Ladder.
Since our founding in 1986, we have graded and authenticated millions of items. We employ more than 3000 people across our headquarters in Santa Ana, California and offices in New Jersey, Texas, Florida, Japan, Shanghai, Hong Kong, Canada, Mexico, Germany, the UK, and France.
As part of our interview process, we request that candidates have their cameras on during video interviews. This helps foster meaningful conversation and allows us to create an experience that closely resembles our standard working environment. Certain interview steps may take place by phone. For remote roles, and at our discretion, candidates may be asked to participate in an on-site interview as part of the final stages of the process.
We understand there may be occasional circumstances requiring accommodation and are happy to discuss them as needed. Your recruiter will be able to clarify expectations and answer any questions you have.
We are seeking a highly organized, collaborative, and proactive Real Estate Project Coordinator to support the planning, execution, and day-to-day management of commercial real estate projects and portfolio operations. This hybrid role combines administrative excellence with project coordination responsibilities, serving as a key partner across internal teams, landlords, brokers, consultants, vendors, and contractors.
This Real Estate Project Coordinator thrives in a fast-paced environment, communicates effectively with diverse stakeholders, and enjoys bringing organization, accountability, and teamwork to complex real estate initiatives.
You’ll serve as an essential fulcrum on commercial real estate construction projects, workplace and real estate portfolio expansion, supporting a team of Real Estate Project Managers.
You’ll report to the Senior Director, Global Real Estate and work from our Santa Ana, CA office headquarters. Remote or hybrid candidates will also be considered. We believe that there is significant value in in-person collaboration. If you live within a 1 hour commuting distance to one of our offices, you will be required to be onsite

What You’ll Do

• Coordinate real estate projects including lease transactions, construction tenant improvement projects and new site openings
• Maintain lease administration records including critical dates, rent schedules, notices, amendments, and landlord communications
• Organize and manage digital files, site documentation and floor plans
• Prepare reports, presentations, and summaries related to portfolio activity and project status
• Partner closely with Finance, Legal, IT, People, and external vendors to align project needs and timelines
• Schedule and facilitate project meetings, prep agendas, document action items, and facilitate next steps
• Track project schedules, milestones, budgets, risks, and deliverables to help ensure successful execution
• Maintain project documentation including contracts, proposals, approvals, and closeout files
• Assist with invoice processing, budget tracking, purchase orders, and vendor onboarding
• Assist the project closeout process including turnover documentation and financial reconciliation
• Respond to internal stakeholder inquiries related to lease and project status
• Leverage AI to ideate creatively on ways to improve Real Estate team reporting, project modeling and other project management processes
• Gather and analyze data to identify and resolve complex problems that arise with little or no precedent, and recommend solutions
• Identify opportunities to improve workflows, reporting, communication, and project tracking tools
• Help develop standardized processes and templates that enhance team efficiency and consistency

Who You Are

• Bachelor’s degree preferred
• 3+ years of experience in real estate administration, project coordination, facilities, construction, or related environment
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proven ability to collaborate across teams, process oriented and build positive working relationships
• Detail-oriented with strong follow-through and problem-solving skills
• Proficiency with Google Suite, and project management tools
• Experience with lease administration systems, construction project management technology or real estate software is a plus
• Passionate about the collectibles industry, manufacturing environments and process improvements

Hourly Range

The hourly range for this position is $31-$42. Actual compensation in this range will be based on a variety of non-discriminatory factors, including location, job level, prior experience, and skill set.

Reasons To Join Us

• Health Insurance: All full-time employees are eligible to enroll in Medical, Dental, and Vision
• Additional Benefits: Full-time employees are eligible for fertility, commuter, and educational assistance benefits
• 401(K) Matching Plan: We are proud to offer a competitive 401k matching plan to our employees to support their future financial goals
• Vacation: All full-time employees are eligible for paid vacation
• Holiday Pay: All regular, full-time employees are eligible for ten company paid holidays
• Employee Discounts: Employees receive discounts on select grading services for approved submissions
• Flexible Hours: Many of our teams offer flexible schedules with varying shifts and will work with you to accommodate your needs
• Fun Working Environment: Our team members are invited to participate in celebrations, holiday events, and team building activities

Candidates must be authorized to work in the United States. #BI-Hybrid Collectors uses e-Verify to validate your ability to work legally in the United States. We are aware that there are instances where individuals are receiving job offers that fraudulently allege to be from Collectors or one of our business units. This type of fraud can be carried out through false websites, through fake e-mails claiming to be from the company or through social media. We never ask for personal information such as your bank account, Social Security numbers or National IDs, nor do we send or request payments for the purchase of business-related equipment. If you suspect fraud, please reach out to [e-mail]. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity or expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or other class protected by applicable law. We believe that a team that represents a variety of backgrounds, perspectives, and skills will better service the diverse community of collectors we support. If you require an accommodation to apply or interview with us due to a disability or special need, please email [e-mail]. U.S. residents: for disclosures relating to personal information we collect during the employment application and recruitment process, please see our Privacy Notice for U.S. Applicants.