Real Estate Operations Manager Jobs in Ridgewood, NJ

PURPOSE:

    The Real Estate Coordinator supports the day-to-day operations of the Jewish Board’s real estate portfolio, including repairs and maintenance, landlord and vendor coordination, utility account administration, lease and leasing documentation, and administrative support for program space needs.

POSITION OVERVIEW:

    The Real Estate Coordinator provides administrative and operational support to the Real Estate Department. The primary responsibility of the position is the submission, coordination, tracking, and resolution of repair and maintenance requests through the SysAid work order system for the Jewish Board’s leased residential portfolio.

    While repairs and maintenance are the major function of the role, the Coordinator also serves as a central point of coordination for other Real Estate Department functions, including opening and maintaining utility accounts, preparing and tracking leasing paperwork, and scheduling and facilitating departmental meetings.

   The position requires consistent, professional communication among program staff, landlords, property managers, superintendents, vendors, and Real Estate Department leadership. The Coordinator ensures that requests are accurately documented, promptly submitted, actively followed up on, and brought to resolution.

KEY ESSENTIAL FUNCTIONS:

• Receive repair and maintenance requests from programs and submit accurate, detailed SysAid tickets to landlords or management companies, including all necessary information regarding the unit, the issue, the level of urgency, and the appropriate points of contact.
• Manage and monitor SysAid repair and maintenance tickets for the Jewish Board’s leased residential portfolio.
• Review open SysAid tickets daily and maintain consistent follow-up with landlords, property managers, superintendents, vendors, and program staff until repairs are completed and tickets are closed.
• Maintain clear, professional, and timely communication with all parties regarding repair status, scheduling, unit access, delays, and completion.
• Keep SysAid tickets current with notes, correspondence, repair status, scheduled appointments, and other relevant information.
• Follow up on outstanding requests within established departmental timelines and escalate unresolved, urgent, recurring, or health and safety related concerns to Real Estate management.
• Coordinate with program staff to confirm access arrangements and verify that reported repairs have been satisfactorily completed before closing tickets.
• Identify aging or repeatedly delayed tickets and proactively engage landlords and management companies to obtain resolution.
• Run and prepare reports tracking outstanding, aging, urgent, and pending SysAid tickets.
• Open, transfer, and close utility accounts for leased sites; maintain accurate account records; and coordinate with utility providers, landlords, and Finance to resolve billing, service, and account access issues.
• Prepare, route, track, and file leasing paperwork—including leases, renewals, riders, amendments, certificates of insurance, and landlord and vendor documentation—and follow up to obtain outstanding signatures and required documents.
• Schedule, coordinate, and facilitate Real Estate Department meetings, including site visits and walk-throughs with programs, landlords, and vendors; prepare agendas, document notes and action items, and follow up until items are closed.
• Maintain accurate documentation of emails, telephone calls, landlord responses, scheduled appointments, and completed work.
• Develop and maintain positive working relationships with program staff, landlords, property managers, building personnel, and brokers.
• Provide general administrative support to the Real Estate Department, including maintaining records, correspondence, property information, and departmental trackers.
• Other duties as assigned.

CORE COMPETENCIES for the position include:

• Communication & Relationship Management – Strong verbal and written communication skills, with the ability to maintain professional, responsive relationships with program staff, landlords, property managers, vendors, and internal Real Estate staff.

• Follow-Through & Accountability – Takes ownership of requests from initial submission through resolution and consistently follows up on outstanding items without requiring frequent direction.

• Organization & Time Management – Manages a high volume of tickets, emails, follow-ups, appointments, and competing priorities while meeting established deadlines.

• Coordination Across Functions – Manages multiple concurrent workstreams—repairs, utility accounts, leasing paperwork, and meetings—without losing track of open items.

• Attention to Detail – Accurately enters and maintains ticket information, correspondence, repair updates, and completion notes.

• Technology & Systems Proficiency – Comfortable working in electronic work order systems such as SysAid and proficient in Microsoft Outlook, Word, and Excel.

• Teamwork & Collaboration – Works effectively with Real Estate staff and program teams and understands the importance of keeping all appropriate parties informed.

EDUCATIONAL/TRAINING REQUIRED:

• Bachelor’s degree preferred.

EXPERIENCE REQUIRED/LANGUAGE PREFERENCE:

•     Minimum of three to five years of experience in real estate, property management, lease administration, or a related field, including demonstrated experience with landlord relations, property issues, and day-to-day real estate operations. Strong organizational, written, and interpersonal skills are required. Experience with electronic work order systems and utility account administration is preferred. Bilingual English/Spanish preferred.

COMPUTER SKILLS REQUIRED:

•    Above average computer skills, including proficiency in Microsoft Excel, Word, and Outlook. Experience with a work order or ticketing system such as SysAid is preferred.

VISUAL AND MANUAL DEXTERITY:

• Spends most of the workday at a computer workstation.

WORK ENVIRONMENT/PHYSICAL EFFORT:

• Ability to work effectively on a hybrid schedule.