Administration Associate Jobs in Pacoima, CA (NOW HIRING)

Shine Associates, LLC has been retained to search, identify, and recruit a Separate Account Portfolio Associate on behalf of our client (Company'). The position is based in Los Angeles. Information contained in this position specification as well as any other information concerning the Company provided or verbally discussed is confidential. All materials and discussions are to be utilized for the sole purpose of a candidate's personal review of the career opportunity.

Our client is a 100% employee-owned investment advisor based in Seattle, Washington. Founded in 1978 with the goal of representing the investment management needs of mostly Taft-Hartley trusts, the Company offers clients a wide range of real estate debt and equity, fixed income and stock strategies. As of September 30, 2025, the firm managed over $8.8 billion in assets. As an investment manager to union trusts, the firm believes that strategy decisions must balance return opportunities with prudent risk considerations. The Company recognizes that the capital entrusted to our management represents the firm's clients' benefit obligations. Our client strives to provide superior risk-adjusted returns across all investment strategies.

The Company offers an opportunity for a highly organized, analytically minded professional to support the Separate Account and Asset Management teams within a well-established commercial real estate investment firm. This role is designed for a developing commercial real estate professional who can serve as a utility player across portfolio administration, client reporting, valuation coordination, underwriting support, lease administration, and asset management. The Separate Account Portfolio Associate will initially focus on portfolio administration, recurring client deliverables, data management, reporting coordination, and process support. As the individual develops familiarity with the Company's portfolios, clients, systems, and asset management processes, the role is expected to expand into more direct junior asset management responsibilities, including underwriting support, valuation analysis, portfolio performance tracking, leasing analysis, and participation in property-level strategy discussions. For the right candidate, this position is intended to provide a pathway toward broader asset management responsibilities over time.

• Client Reporting – Quarterly and Annual
• Coordinate and assemble Asset Management components of quarterly and annual client reporting packages, including asset-level commentaries, valuation materials, management meeting books, and supporting exhibits.
• Run, organize, and review reports from Argus, CoStar, Yardi, and other systems to support client reporting and portfolio analysis.
• Coordinate with property managers to collect individual property compliance reports and compile materials for client distribution.
• Maintain reporting calendars and track internal and external deliverables to ensure deadlines are met.
• Review reporting materials for completeness, consistency, formatting, and accuracy prior to internal review and client distribution.
• Maintain organized client reporting files, source documents, and recurring reporting templates.

• Annual Budgets and Business Plans
• Coordinate the annual budget review process for the Asset Management team.
• Collect, organize, and track budget materials, leasing assumptions, rent roll information, capital plans, and related property-level data.
• Incorporate leasing assumptions from Asset Managers into budgeted portfolio occupancy schedules and pivot tables.
• Assist with assembling Annual Business Plans and related supporting materials.
• Track outstanding inputs and follow up with internal team members and property managers as needed.
• Support the review of budget variances, occupancy assumptions, leasing activity, and other key property-level drivers.

• Quarterly Valuations and Appraisal Coordination
• Coordinate the quarterly valuation process for assigned separate account portfolios.
• Assist Asset Managers with maintaining internal valuation models, including rolling dates forward, updating rent rolls, incorporating new and expiring tenants, and organizing supporting assumptions.
• Maintain an internal database of quarterly valuation data, key metrics, and portfolio-level trends.
• Support the valuation team with the quarterly external appraisal RFP process, including document coordination, tracking, and follow-up.
• Assist with review and organization of valuation materials for internal discussion and client reporting purposes.

• Analytical and Junior Asset Management Support
• Assist Asset Managers with property-level financial analysis, including review of operating statements, budgets, rent rolls, leasing activity, occupancy trends, and capital expenditure plans.
• Support acquisition, disposition, refinance, and hold/sell analysis by coordinating due diligence materials, maintaining checklists, organizing data rooms, and assisting with preliminary underwriting support.
• Assist with underwriting updates and sensitivity analysis as directed by Asset Managers.
• Help maintain asset-level and portfolio-level performance tracking tools, including occupancy, NOI, leasing, capital, valuation, and return metrics.
• Prepare and update Excel schedules, pivot tables, charts, and summaries used for portfolio monitoring and decision-making.
• Research market data using CoStar and other sources to support leasing assumptions, valuation inputs, market commentary, and asset-level analysis.
• Assist with ad hoc analysis, special projects, and presentations for internal investment, valuation, and asset management discussions.
• Develop familiarity with the firm's investment strategies, client objectives, portfolio structures, and asset management processes.

• Lease Administration, Data Management, and Portfolio Support
• Assist with lease administration, including preparation of Lease Signing Memos and abstracting lease documents.
• Enter and maintain accurate lease, tenant, property, and portfolio data in Yardi and other internal systems.
• Maintain current and accurate property occupancy data, including rent roll information, square footage, tenant changes, expirations, and related reporting metrics.
• Track square footage across client portfolios to support accurate rent rolls, occupancy reporting, and portfolio-level summaries.
• Draft, review, coordinate, and distribute SNDA and estoppel certificates for refinances, distributions, and other portfolio needs.
• Maintain the Property Contact Database and other recurring portfolio tracking tools.
• Track and report letters of credit and other key portfolio documents.
• Assist with insurance matters, including renewals, claims coordination, and related documentation.
• Assist with ESG initiatives, including tracking metrics and supporting Energy Star benchmarking submissions.
• Track and report annual Emergency Response Plans.
• Provide document coordination and due diligence tracking support for acquisitions, dispositions, refinances, appraisals, and other portfolio transactions.

• Administrative and Operational Support
• Manage and maintain Asset Management team calendars for recurring portfolio deadlines, client reporting cycles, budget reviews, valuation timelines, and other key deliverables.
• Provide general administrative support to the Separate Account and Asset Management teams.
• Maintain digital files, shared drive records, reporting folders, and organized document repositories.
• Prepare correspondence, tenant communications, and other materials as directed.
• Assist with invoice processing, mail distribution, courier coordination, document filing, and other operational tasks as needed.
• Support special projects and perform other duties as assigned.

• 1 to 3+ years of experience in commercial real estate, asset management, property management, acquisitions, finance, accounting, valuation, portfolio reporting, or a related role.
• Bachelor's degree in finance, accounting, real estate, business, economics, or a related field preferred.
• Strong analytical skills and comfort working with financial statements, rent rolls, budgets, valuation materials, and property-level data.
• Strong Excel skills, including the ability to work with formulas, pivot tables, linked schedules, charts, and large data sets.
• Experience with or exposure to underwriting, valuation, Argus, CoStar, Yardi, or commercial real estate financial analysis preferred.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Strong organizational skills with the ability to manage recurring deadlines and multiple priorities.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Proactive, resourceful, and willing to take ownership of recurring processes while also supporting broader team needs.
• Interest in developing within commercial real estate asset management.

The ideal candidate is a detail-oriented and analytical early-career real estate professional who can balance recurring portfolio administration with junior asset management support