Real Estate and Administrative Services Coordinator

Real Estate and Administrative Services Coordinator Aug. 7, 2025 in

REPORTS TO: Chancellor / CFO
FLSA: Exempt, full time, 8-4:30 p.m. Monday-Friday

BROAD STATEMENT OF RESPONSIBILITIES:

The Job Title provides high-level executive project support to the Chancellor/CFO in the conduct of the financial matters of the diocese. A primary focus is to coordinate real estate, property management, and construction documentation, while also supporting various human resources and administrative initiatives. This position plays a key role in maintaining compliance, ensuring efficient workflow, and supporting the operational mission of the diocese.

The Job Title acts as a liaison between internal departments, external vendors, parishes, and other affiliated diocesan institutions.

SPECIFIC DUTIES:

Real Estate and Property Administration

• Manage and maintain comprehensive records of diocesan property, lease agreements, construction projects, and related legal documentation.
• Coordinate and track lease agreements flow of information from drafting to execution, ensuring accurate documentation and timely renewals or terminations.
• Assists with the coordination of real estate property listings.
• Assists in the coordination and initial review of documents for real estate transactions.
• Coordinate construction projects between various parties.
• Assist in gathering information for architect & construction contracting.
• Organize and prepare materials for the Diocesan Building & Planning Committee, and track follow-up actions and approvals on various building projects.
• Assist with the review of construction pay applications and verify receipt of lien waivers.
• Provide administrative project support to the Chancellor/CFO or other project teams as assigned.

Human Resources Support

• Assist the Human Resources Director in preparing and distributing communications to parishes, schools, and diocesan units.
• Coordinate interview logistics and candidate scheduling for diocesan positions.
• Provide logistical and communication support for annual Open Enrollment and other HR initiatives.
• Maintain confidentiality while managing sensitive employee-related information and documents.
• Support record keeping and record retention compliance.
• Plan and coordinate employee culture events with HR Director.

Administration Support

• Serve as part of the backup rotation to provide front desk coverage during receptionist absences.

All other duties as assigned.

Minimum Qualifications:

• A minimum of five years of administrative experience in legal, real estate or construction management office preferred.
• Knowledge of real estate terminology and property transaction processes.
• Proficient in the use of personal computers and related technology.
• Knowledge of office procedures and software (Microsoft Office) and other office machines.
• Must have excellent verbal and written communication skills and be comfortable working with a diverse group of constituents including lay, clergy, and religious staff.
• Ability to interpret, comprehend, and transmit complicated and detailed instructions to perform and plan job duties.
• Strong organizational and project coordination skills with attention to detail and follow-through.
• Ability to meet deadlines, to concentrate and pay close attention to details.
• High degree of discretion and judgement when handling confidential and time sensitive information.
• Ability to climb stairs, lift and carry supplies, materials and boxes average 10-20 lbs. along with prolonged sitting, stooping, bending, stretching, and standing.