Real Estate Program Coordinator

Key responsibilities

New Office Setup & Transaction Execution

• Own the work of setting up new offices end-to-end, including initial security deposit and first-month rent wire transfers in partnership with Finance, Accounts Payable, and local brokers.
• Manage end-to-end execution of Letters of Credit, including intake forms, supporting documentation, signature collection; review checkpoints with Accounts Payable and the Head of Real Estate before submission.
• Track required documentation for international transactions (Articles of Incorporation, Company Tax IDs, Powers of Attorney, passports, banking details) and coordinate with Legal to source missing items.
• Maintain real-time status of all open transactions and provide weekly updates to the Head of Real Estate and broker partners.

Ongoing Rent & AP Operations

• Partner with Accounts Payable to set up purchase orders for monthly rent payments across the portfolio, ensuring accurate amounts, terms, and lease references.
• Process and reconcile vendor invoices for rent, TI reimbursements, capital contributions, and broker fees; partner with AP and Corp Accounting on processing and follow-through.
• Update and reissue POs as leases are amended, renewed, or escalated.

Broker & Portfolio Triage

• Serve as the day-to-day operational point of contact for the broker team, triaging incoming activity, requests, and updates across the global portfolio.
• Surface decisions needed from the Head of Real Estate, and keep the team focused on what matters most each week.
• Track action items, follow-ups, and open questions across every active broker workstream so nothing falls through the cracks.
• Build and maintain the Real Estate pipeline tracker in Airtable, including views, automations, versioning, and stakeholder-facing reporting.
• Track required documentation across the portfolio (executed leases, amendments, LOIs, NDAs) and ensure executed copies are filed and circulated to relevant partners.

Cross-Functional Coordination & Communication

• Draft communications and support delivery of the Workplace All-Hands, Real Estate Roadmap meetings and similar updates related to real estate transactions and milestones.
• Document and maintain standard operating procedures for recurring workstreams (deposits, LoCs, PO setup, doc tracking) so that processes scale as the portfolio grows.
• Surface risks, blockers, and decision points to the Head of Real Estate clearly and early, with proposed paths forward.

Minimum qualifications

• Experience in corporate real estate operations, real estate program coordination, executive support to a real estate leader, or a closely adjacent operations role.
• Hold a Bachelor's degree, or equivalent professional experience.
• Have hands-on experience coordinating commercial real estate transactions, including wire transfers, security deposits, Letters of Credit, and PO/invoice workflows.
• Are highly organized and detail-obsessed, with a track record of managing many concurrent workstreams across time zones without dropping balls.
• Have strong written communication skills and can produce clear, concise status updates and stakeholder communications.
• Are proficient in Google Sheets/Docs, Airtable (or comparable database/no-code tools), and basic financial workflow tools.
• Are comfortable partnering with Finance, AP, Legal, and external vendors and brokers, and can hold cross-functional partners accountable to deadlines diplomatically.
• Have experience working in high-growth environments where processes are being built in real time.

Preferred qualifications

• Have 5+ years of relevant experience
• Have experience supporting global real estate portfolios across multiple countries.
• Have experience setting up POs, processing vendor invoices, and partnering closely with AP and corporate accounting teams.
• Have experience supporting software implementations.
• Have experience at high-growth technology companies scaling from 500-5,000+ employees.