San Diego, CA
A privately held real estate investment firm is seeking an Operations Associate to support a broad range of operational, legal, insurance, leasing, and transaction-related initiatives across a commercial real estate portfolio. This individual will work cross-functionally with ownership, legal counsel, lenders, brokers, consultants, and third-party operators to support asset operations and ensure efficient execution across the portfolio.
This is an ideal opportunity for a highly organized and detail-oriented professional who enjoys working across multiple disciplines within commercial real estate operations in a fast-paced, entrepreneurial environment.
Responsibilities:
Insurance Management
- Manage liability and property insurance claims from reporting through resolution
- Review incident reports and service of process filings for potential liability exposure
- Coordinate claim submissions with insurance carriers and provide supporting documentation as needed
- Participate in discovery calls with claims adjusters and legal counsel on behalf of ownership
- Track and manage insurance renewals across the portfolio, including coordination with brokers, lenders, vendors, tenants, and property management teams
- Collect, maintain, and organize certificates of insurance for tenants, vendors, and management companies
- Coordinate renewal invoices and insurance-related payments
- Work with insurance consultants and brokers to market policies, evaluate coverage, and secure competitive pricing
- Coordinate lender compliance requirements related to insurance coverage and waivers
- Research and evaluate potential new broker relationships and insurance programs
Insurance Management
- Coordinate annual business personal property tax filings across the portfolio
- Track assessment notices, tax billing deadlines, and payment schedules
- Review real estate tax assessments for potential overvaluation opportunities
- Coordinate tax appeal filings with third-party consultants and support negotiation efforts throughout the appeal process
- Communicate with local taxing authorities regarding assessments and appeal status
- Maintain documentation related to appeals and assessment outcomes
- Coordinate tax payments through lender-held reserves where applicable
Retail Lease Management & Operational Support
- Support evaluation and engagement of retail leasing brokers, including interview coordination and engagement agreements
- Partner with leasing brokers to review marketing efforts and activity for available retail space
- Review and evaluate LOIs for prospective retail tenants
- Assist with lease review and interpretation for operational and strategic decision-making
- Coordinate lease renewals, amendments, and other term modifications
- Provide lease support to operations teams related to CAM reconciliations, defaults, and cost responsibilities
Legal & Entity Management Support
- Coordinate entity formation and dissolution activities throughout the asset lifecycle
- Maintain active entity records, certificates of good standing, and related filings
- Review vendor and service contracts to identify risk, inconsistencies, and non-standard terms
- Prepare contract redlines and summarize key legal and business issues
- Track contract execution, renewal, and termination deadlines
- Assist with maintaining contract templates and standard agreement language
- Support amendments to operating agreements and coordinate execution and documentation requirements
Transaction & Lender Support
- Support acquisitions, dispositions, and refinancing transactions through closing
- Coordinate with internal and external legal teams to facilitate timely transaction execution
- Prepare and maintain transaction closing binders and organized transaction records
- Support collection and submission of KYC documentation
- Assist with lender servicing requests and property inspection coordination
Strategic Partnerships & PropTech Research
- Research and evaluate potential service provider and PropTech partnership opportunities
- Conduct preliminary due diligence and maintain organized records of evaluated companies
- Monitor industry trends, emerging technologies, and operational software solutions relevant to the real estate industry
- Perform financial analysis and underwriting for potential acquisitions across multiple asset classes
- Manage transactions from initial pursuit through closing, including due diligence, financing coordination, and third-party oversight
- Develop and maintain relationships with brokers, owners, and other market participants to support sourcing efforts
- Identify and evaluate new investment opportunities through proactive outreach and market research
- Monitor market activity, pricing trends, and competitive dynamics
- Prepare and present investment summaries and recommendations to internal stakeholders
- Partner with internal teams on portfolio initiatives, including business plan execution and performance tracking
- Support reporting efforts related to investments and portfolio performance
Requirements:
- Bachelor’s degree preferred
- Commercial real estate operations experience strongly preferred
- Exposure to insurance, lease administration, legal/contracts, or transaction coordination within commercial real estate
- Strong organizational skills with ability to manage multiple deadlines and priorities simultaneously
- Excellent written and verbal communication skills
- Detail-oriented with strong analytical and problem-solving abilities
- Ability to work cross-functionally with internal teams and external stakeholders
- Proficiency with Microsoft Office Suite and general real estate software systems preferred