Administrative Coordinator (Real Estate) Job at Robert Half (Carlsbad)

Real Estate Operations Analyst - Commercial Real Estate

Robert Half is assisted their commercial real estate client in their search of a...

Location

United States , Windsor

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

At least 1 year of experience in an analytical, operations, compliance, administrative support, or similar business support role
Exposure to commercial real estate or the broader real estate industry is strongly preferred
Proficiency with Microsoft Excel, Outlook, and Word for reporting, communication, and document management
Strong organizational skills with the ability to manage multiple records, deadlines, and follow-up tasks accurately
Analytical ability to review information, identify discrepancies, and support data-driven recommendations
Clear verbal and written communication skills for working with internal teams and external partners
High attention to detail and a dependable approach to maintaining accurate documentation and reporting

Job Responsibility

Maintain accurate real estate records and operational data to support consistent reporting and dependable documentation across the portfolio
Help improve the effectiveness of real estate technology tools by supporting system usage, data validation, and process efficiency initiatives
Organize and update digital files for leases, service agreements, vendor materials, and tenant-related documentation
Monitor recurring compliance items and ensure required documents and operational deliverables are collected and maintained on schedule
Prepare reports and perform data analysis that help teams evaluate performance and make informed operational decisions
Support audit activities by gathering requested materials, checking records for completeness, and confirming documentation accuracy
Track the receipt of inspections, tenant deliverables, and vendor paperwork to help maintain operational readiness
Provide coordination and project support for department initiatives and other assigned special projects
Act as an operational resource for asset management, leasing, and construction management teams across portfolio-related matters

Fulltime

Operations Coordinator - Commercial Real Estate

Are you an experienced administrative professional looking for your next challen...

Location

Canada , Montréal

Salary:

70000.00 - 75000.00 USD / Year

Randstad

Expiration Date

July 06, 2026

Requirements

Fluently bilingual, both written and oral
Hold a Diploma of Collegial Studies (DEC - administration)
or hold a Diploma of Vocational Studies (DEP - secretarial) and two (2) years of relevant experience
Experience in commercial real estate is a big asset
Knowledge of the Microsoft Windows operating system and Office softwares including Word and Excel
Knowledge of Adobe (to manage PDFs)
Knowledge of the Angus software is an asset
Knowledge of the Avid software is an asset
Very comfortable with computer software systems
Proactive, solution oriented, and a great energy

Job Responsibility

Transmit clear information/objectives to stakeholders
Receive, dispatch, and follow up on service calls
Prepare and send welcome/tenant/construction manuals
Create, send, and track purchase orders (POs)
Ensure all invoices are paid
Create and manage control sheets/files
Collaborate with suppliers and Internal departments to ensure sufficient insurance coverage
Ensure tenant invoicing (TWO and Angus) is sent to accounting
Maintain a summary table of all contracts (duration, contact info, etc.)
Ensure the team provides access/cards according to building protocol

What we offer

Permanent position, 35 hours/week
Paid indoor parking spot
In office position four days a week and possibility of working remotely one day per week
Summer half-days
Flexible working schedule
Competitive salary and end of year bonus
3 weeks vacation, 6 personal days and 10 sick days
Comprehensive insurance plan paid for by company

Fulltime

Real Estate Services Coordinator

We are looking for a detail-oriented Real Estate Services Coordinator to provide...

Location

United States , Wayne

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Proficiency with Microsoft Office Suite, including the ability to manage documents, spreadsheets, and email communication effectively
Prior experience handling invoicing or accounts-related administrative tasks in an office, property, or facilities setting
Strong customer service skills with the ability to interact professionally with tenants, vendors, and internal stakeholders
Clear verbal and written communication skills for coordinating updates, scheduling, and issue resolution
Ability to manage multiple priorities across different properties while staying organized and detail-focused
Experience supporting office operations, property administration, or facilities management activities is preferred
Willingness to work onsite and travel locally for occasional property visits as needed

Job Responsibility

Coordinate daily administrative support for multiple properties, ensuring requests and property-related activities are handled accurately and on schedule
Process invoices, organize supporting records, and assist with billing documentation to maintain timely and accurate financial tracking
Communicate with vendors and contractors to arrange services, confirm scheduling, and support ongoing property maintenance needs
Respond to tenant inquiries with professionalism, provide status updates, and help resolve routine service-related issues
Assist real estate managers with office tasks, reporting, and follow-up activities tied to property operations and facilities support
Conduct site visits as needed to review property conditions, support service coordination, and gather information for management
Work with utility providers to address account questions, service matters, and related property coordination needs
Support energy management efforts by tracking issues, coordinating service activity, and helping maintain operational efficiency

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Real estate services coordinator

We are looking for a detail-oriented Real Estate Servics Coordinator to provide ...

Location

United States , Wayne

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Proficiency with Microsoft Office Suite, including the ability to manage documents, spreadsheets, and email communication effectively
Prior experience handling invoicing or accounts-related administrative tasks in an office, property, or facilities setting
Strong customer service skills with the ability to interact professionally with tenants, vendors, and internal stakeholders
Clear verbal and written communication skills for coordinating updates, scheduling, and issue resolution
Ability to manage multiple priorities across different properties while staying organized and detail-focused
Experience supporting office operations, property administration, or facilities management activities is preferred
Willingness to work onsite and travel locally for occasional property visits as needed

Job Responsibility

Coordinate daily administrative support for multiple properties, ensuring requests and property-related activities are handled accurately and on schedule
Process invoices, organize supporting records, and assist with billing documentation to maintain timely and accurate financial tracking
Communicate with vendors and contractors to arrange services, confirm scheduling, and support ongoing property maintenance needs
Respond to tenant inquiries with professionalism, provide status updates, and help resolve routine service-related issues
Assist real estate managers with office tasks, reporting, and follow-up activities tied to property operations and facilities support
Conduct site visits as needed to review property conditions, support service coordination, and gather information for management
Work with utility providers to address account questions, service matters, and related property coordination needs
Support energy management efforts by tracking issues, coordinating service activity, and helping maintain operational efficiency

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan
Free online training

Administrative Assistant – Real Estate

Our client, a major leader in the industrial, commercial, residential, and hospi...

Location

Canada , Anjou

Salary:

55000.00 - 70000.00 CAD / Year

Randstad

Expiration Date

July 13, 2026

Requirements

Hands-on experience with property management systems (Yardi, PayScan, VCard)
Knowledge of commercial real estate operations and lease administration
Minimum of 3 to 5 years of experience in administrative support or property management administration
Excellent command of both French and English, both spoken and written, with strong drafting skills
Proficiency in MS Office Suite (Word, Excel) and Office 365
Demonstrated ability to work under pressure, meet tight deadlines, and multitask effectively with rigor, thoroughness, and strong organizational skills

Job Responsibility

Follow up on the director's projects, including calendar management, budget preparation, and strategic planning initiatives
Navigate property management systems (Yardi, PayScan, VCard) to maintain tenant information and lease documentation
Coordinate the renewal of tenants' insurance certificates and update systems to ensure compliance
Monitor the status of lease agreements and coordinate with tenants and their corporate headquarters to validate information
Manage virtual and physical document systems, including filing, archiving, IT folder structures, and maintaining organized systems
Prepare, translate, draft, and proofread business documents (letters, notices, memos) in both French and English for various stakeholders
Greet visitors at the administration office and handle daily tasks (mail services, packages, supply and stationery orders)

What we offer

3 weeks of vacation
comprehensive benefits package (insurance, telemedicine, RRSP contributions)
on-site parking
bonus

Fulltime

Real Estate Transaction Coordinator

We are looking for a highly organized Real Estate Transaction Coordinator to ove...

Location

United States , San Pedro

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Demonstrated experience supporting escrow, title, or real estate transaction processes from contract stage through closing
Working knowledge of commercial real estate documentation, closing procedures, and loan-related administrative coordination
Ability to manage multiple active transactions independently while maintaining strong attention to detail and sound judgment
Experience reviewing and organizing legal, title, escrow, and financial documents with a high degree of accuracy
Proficiency with document management platforms such as SharePoint and confidence handling deadline-driven workflows
Familiarity with entity record maintenance, compliance tracking, and coordination with outside legal or tax professionals
Strong written and verbal communication skills for working with internal leadership and external transaction partners
Comfort using technology and AI-based tools to streamline administrative tasks and improve workflow efficiency

Job Responsibility

Guide real estate files through each stage of the transaction process, from opening escrow to completion and post-closing follow-up
Communicate with escrow officers, title representatives, lenders, brokers, attorneys, and internal stakeholders to maintain momentum and resolve issues promptly
Monitor contractual deadlines, financing milestones, and closing schedules to help ensure timely execution of all required steps
Review transaction records for completeness and accuracy, including title-related materials, settlement figures, notices, and closing packages
Coordinate matters related to 1031 exchanges, escrow holdbacks, and other transaction-specific requirements as they arise
Maintain well-structured digital records and file management practices within SharePoint to support document access and compliance
Track loan maturity dates and other important financial deadlines tied to active assets and transactions
Support entity administration by organizing records, assisting with registrations, and coordinating updates with legal and tax partners
Contribute to operational and project-based initiatives, including document execution support and post-close administrative activities
Use AI-enabled tools and other technology to improve efficiency in scheduling, document preparation, and routine coordination tasks

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Administrative Specialist - Real Estate

At Nextshore, we believe in the power of purpose. We're not just a company; we'r...

Location

Mexico , Polanco

Salary:

18000.00 - 24000.00 MXN / Month

NEXTSHORE

Expiration Date

Until further notice

Requirements

Bachelor’s degree in Business Administration or a related field
Proven experience in US-oriented administrative roles, with a preference for backgrounds in real estate
Exceptional organizational and time-management skills
Proficiency in Microsoft Office and project management tools (e.g., Asana, Monday, etc.)
Strong communication and teamwork skills, with the ability to work efficiently in a fast-paced environment

Job Responsibility

Oversee and streamline administrative tasks and office management, ensuring operational excellence
Lead effective team coordination and communication, leveraging your bilingual abilities for clear interactions with internal and external partners
Utilize Microsoft Office and project management software to support our operations and maintain precise records
Apply your knowledge of real estate operations to enhance back-office support, particularly in apartment building management
Contribute to a productive and collaborative work environment, embodying our commitment to excellence

What we offer

Flexible approach to days off and holidays
Room to grow and take on leadership roles
Receive all necessary equipment and support to excel in your role

Fulltime

Commercial Real Estate Development Coordinator

Our client, a national commercial real estate company, is looking to hire a Deve...

Location

United States , Daly City

Salary:

60000.00 - 65000.00 USD / Year

Solomon Page

Expiration Date

Until further notice

Requirements

Bachelor's Degree
2-3 years experience in a similar role

Job Responsibility

Coordinating meetings and vendor work
Developing and tracking reports of active projects
Process invoices and change orders
Track budgets and enter budget data into Hyperion
Work with teams nationwide and assist with travel and expense reports

Fulltime

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Administrative Coordinator (Real Estate)

Job Description

Job Responsibility

Requirements

Nice to have

What we offer

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