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Position Details

Real Estate Asset Management Associate

Transaction Coordination • Project Mgmt. Coordination • Maintenance & Operational Requests

Position Overview

The Real Estate Asset Management Associate is the organizational hub of the Real Estate Department. This role manages workflows, timelines, and tracking across three critical functional areas: transaction coordination, project management, and maintenance/operational request management. The coordinator is responsible for communication and coordination of information so deadlines are met, timely escalations to the Real Estate Asset Manager, and appropriate prioritization of projects. The Associate orchestrates activity under the guidance of the Real Estate Asset Manager. Success requires exceptional attention to detail, developed organizational skills, effective stakeholder communication, and the ability to manage multiple complex workflows simultaneously.

Key Responsibilities

TRANSACTION COORDINATION​

  • Receive and log executed purchase/sale contracts; extract critical dates immediately upon contract execution

  • Populate transaction calendars (RE Dept Calendar and client calendars) with due dates for key items such as inspection, appraisal, Unique Asset Review approval, title work (“Due Diligence”), and closing

  • Monitor inspection and appraisal timelines; proactively follow up with third parties if reports are delayed

  • Track items required for Due Diligence completion and ensure all materials are saved to file with proper supporting documentation and naming conventions

  • Maintain a transaction tracker with current status, outstanding items, and upcoming milestones for all active transactions

  • Prepare transaction status reports for the Real Estate Asset Manager (weekly or as needed)

  • Coordinate with title companies, attorneys, and external parties to keep transactions on schedule

  • Archive completed transactions and close tracker entries within 1 week of closing

  • Serve as point of contact for internal stakeholders on transaction status and ensure escalation of delays or issues immediately

 

PROJECT MANAGEMENT COORDINATION

  • Maintain a project tracker with current information on all active, planned, and completed projects

  • Create new project entries with critical details such as property, budget, scope, timeline, contractor, status, and risk indicators

  • Track project milestones, timelines, and budget status; flag projects approaching budget limits or at-risk of delay

  • Coordinate bidding and vendor selection by collecting scopes of work, soliciting bids, and organizing bid comparisons for management review

  • Manage project documentation such as contracts, certificates of insurance, W-9s, change orders, and closeout punch lists

  • Monitor project progress against budget and schedule and alert the Asset Manager to budget overages, delays, or quality issues

  • Organize and remind the Asset Manager of inspection dates, draw requests, and closeout activities

  • Maintain organized project files in systems of record, organized by property and project phase

  • Provide project status updates and financial reporting to the Real Estate Asset Manager and/or Executive Leadership.

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MAINTENANCE & OPERATIONAL REQUEST MANAGEMENT

  • Receive and log requests for maintenance and repairs, and other items from clients, Fiduciary Advisors, or internal team as appropriate

  • Assess request urgency and categorize by type (emergency, routine maintenance, capital improvement, inspection-related)

  • Maintain a rolling maintenance & operations tracker that shows all open requests with status, priority, assigned contractor/vendor, and timeline

  • Coordinate with contractors and vendors on scheduling, scopes of work, and completion timelines

  • Follow up on requests that are delayed or stalled; escalate to the Asset Manager if progress is not being made

  • Organize maintenance documentation and keep vendor contact information current

  • Alert the Asset Manager to safety issues, compliance concerns, or beneficiary needs that require immediate attention

  • Prepare monthly or quarterly summaries of maintenance activity, expenses, and upcoming preventive maintenance

  • Track seasonal and annual maintenance cycles (inspections, HVAC servicing, roof inspections, etc.)

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​ADMINISTRATIVE & COORDINATION SUPPORT

  • Serve as the primary point of contact for internal and external parties seeking transaction, project, or maintenance status

  • Work with Fiduciary Services colleagues to create Occupancy Agreements for trust-owned homes

  • Maintain organized, searchable documentation in systems of record and other repositories (contract storage, project files, etc.)

  • Flag risks, delays, or bottlenecks for the Real Estate Asset Manager's immediate attention

  • Prepare comprehensive status reports (e.g., weekly transaction pipeline, project dashboard, maintenance summary)

  • Coordinate scheduling and logistics for meetings, inspections, and vendor site visits

  • Follow established procedures and escalation protocols; ensure compliance with firm policies and regulatory requirements

  • Identify process improvements or system enhancements that would reduce errors and keep information current

Required Qualifications

  • Available to respond to West Coast client inquiries and meetings (flexible for Pacific Time Zone, with primary office hours in Central Time)

  • 2+ years of administrative coordination or operations experience, ideally in real estate, construction, or project management

  • Demonstrated ability to manage multiple complex workflows simultaneously without losing track of details

  • Expert-level organizational and time-management skills; ability to prioritize and manage competing deadlines

  • Exceptional attention to detail; ability to spot inconsistencies, track dates accurately, and catch errors before they escalate

  • Proficiency with Microsoft Excel (creating and maintaining trackers, formulas, formatting) and Word

  • Proficiency with Outlook (calendar management, email organization, reminders)

  • Strong written and verbal communication skills; ability to send clear status updates and escalations

  • Excellent judgment and the ability to work independently and proactively

  • Proficiency in Box or similar cloud-based document management and file organization tool

  • Reliable and responsive; ability to manage a remote role with autonomy and accountability

  • Strong problem-solving skills and willingness to find creative solutions

Desired Qualifications

  • Based in Texas or a more western state

  • Experience in real estate operations, construction coordination, and/or trust-owned real estate

  • Familiarity with real estate transaction workflows, including closings, title, and inspections

  • Experience with project management tools or software

  • Knowledge of property management processes or beneficiary-centered project coordination

  • Bilingual capabilities (English/Spanish)

  • Experience managing multi-state real estate portfolios across different time zones

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