Arcadia Management Services is a privately held, full-service property management company based in San Jose, California. As part of the Arcadia family of companies, we oversee a diverse residential portfolio throughout the Bay Area, with a long-standing track record of operational excellence and long-term ownership.
Our success is built on high standards, accountability, and consistency in execution. We take a disciplined, hands-on approach to property operations and expect the same level of ownership from our team. Many of our employees have built long careers here—a reflection of our commitment to stability, professionalism, and doing things the right way.
WHO WE NEED
We are seeking a detail-oriented, highly organized professional who thrives in a high-accountability environment and is comfortable working at the intersection of operations, legal coordination, and risk management.
The ideal candidate is:
Process-driven and highly organized, with the ability to manage multiple complex matters simultaneously
A strong communicator, capable of working effectively with property teams, attorneys, insurance partners, and executive leadership
Thoughtful and decisive, with sound judgment around escalation, risk, and prioritization
Resilient under pressure, able to manage deadlines, disputes, and competing priorities with professionalism
Highly accountable, taking full ownership of responsibilities and driving issues through to resolution
WHAT WE OFFER
We offer the opportunity to be part of a stable, established organization where your work has real visibility and impact. This role provides direct exposure to leadership, meaningful responsibility, and the ability to influence outcomes across the portfolio.
In addition, we offer:
A collaborative, high-performing environment with clear expectations and leadership support
Exposure to complex legal, claims, and operational challenges with real business impact
A comprehensive and competitive benefits package, including medical, dental, vision, retirement plans, and paid time off
Long-term career stability and growth opportunities within a company that values tenure and promotes from within
JOB DESCRIPTION
This role supports the residential property portfolio by managing eviction processes, coordinating litigation and claims, and partnering with internal teams and external counsel to mitigate legal and operational risk.
This is a hands-on, in-house role focused on execution, coordination, and continuous process improvement. The position serves as a key liaison between property operations, legal counsel, and insurance partners, ensuring compliance with applicable laws and consistency in case handling across the portfolio.
This role does not provide legal advice.
Requirements:
DUTIES AND RESPONSIBILITIES
Executive Reporting & Stakeholder Communication
Prepare and deliver regular reporting to the management team on eviction activity, claims status, legal trends, and risk exposure
Present monthly and quarterly summaries of portfolio-wide legal and claims activity, including key metrics, trends, and areas of concern
Provide timely and ongoing updates to the President, CFO and Director of Residential Property Management on significant claims, litigation matters, and emerging risks
Escalate high-risk or high impact matters promptly, ensuring leadership has clear visibility into potential exposure and recommended actions
Develop clear, concise reporting materials that translate legal and claims data into actionable business insights
Evictions & Lease Enforcement
Manage the full lifecycle of eviction (unlawful detainer) matters across the portfolio
Coordinate with property managers, residents, and outside counsel to ensure timely and compliant filings
Prepare and review notices (e.g., pay-or-quit, termination notices)
Track court deadlines, filings, and case status
Maintain accurate records and reporting
Ensure consistent application of company policies and legal requirements across all properties
Small Claims Court Coordination
Manage small claims cases including unpaid rent, damages, and disputes
Evaluate case outcomes for process improvement
Prepare, file, and manage small claims actions including documentation, evidence, and court coordination
Attend hearings as needed and support property teams in case preparation
Claims & Insurance Management
Manage liability, property damage, and tenant-related claims
Monitor self-insured retention or deductible
Serve as contact with insurance carriers and adjusters
Coordinate documentation and claim follow-up
Monitor claim trends, loss drivers, and exposure to inform risk mitigation strategies and operational improvements.
Identify recurring issues and partner with leadership to implement preventative solutions
Legal & Outside Counsel Coordination
Partner with outside counsel on eviction and claims matters
Manage documentation and case files
Track legal spend, review invoices for accuracy, and support budget oversight
Portfolio Risk & Compliance Support
Monitor compliance with California landlord-tenant, fair housing, and related regulatory requirements
Provide guidance to property teams on lease enforcement and documentation
Operational Oversight & Reporting
Maintain tracking systems for evictions, claims, and legal matters
Prepare reports on case activity and trends
Develop procedures and templates
Train property teams on processes
Drive standardization of processes, templates, and documentation across the portfolio
QUALIFICATIONS:
5 plus years of experience in litigation support and claims management
Experience working with California landlord-tenant law and eviction processes
Strong organizational and case management skills
Excellent written and verbal communication skills
Ability to manage multiple priorities, meet deadlines, and adapt to changing demands
Experience working with property management teams and/or real estate operations
Proficiency with property management software (e.g., Yardi), Microsoft Office, and cloud-based document systems (e.g., Box)
Education:
Bachelor’s degree, Paralegal certificate, or equivalent combination of education and experience
CORE COMPETENCIES:
Judgment & Risk Awareness
Ability to assess legal exposure and business risk
Sound judgment when determining escalation vs. resolution
Organization & Attention to Detail
High attention to detail with strong case management discipline
Ability to track and manage multiple concurrent matters
Strong memory and recall ability to accurately retain and reference case details, timelines, and documentation across multiple matters
Discretion & Professionalism
Handles sensitive legal and employee-related matters with confidentiality
Maintains neutrality and objectivity in investigations and disputes
Communication & Influence
Communicate effectively with attorneys, insurance carriers, and internal teams
Able to translate legal concepts into practical operational guidance
Resilience & Adaptability
Manages urgent deadlines and complex disputes calmly
Maintains professionalism in high-pressure or adversarial situations
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role.
Ability to sit for extended periods while working at a computer and reviewing documents
Frequent use of hands and fingers to operate a computer, keyboard, and standard office equipment
Ability to read, review, and analyze detailed written materials and electronic records
Ability to communicate clearly in person, by phone, and in virtual meetings
Ability to occasionally stand, walk, and move between office locations or attend court proceedings and property sites
Ability to lift and carry files or materials up to 15 pounds on an occasional basis
Ability to travel locally between properties, courts, or meetings as needed
Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position.
Additional Requirements:
Must pass a background check after conditional offer of employment.
This company participates in E-Verify to confirm the employment eligibility of all new employees.
Benefits:
Comprehensive benefits package including health insurance, retirement plans, and paid time off.
Opportunities for professional development.
A collaborative and supportive work environment with a focus on employee well-being and growth.
Pay Range:
The pay range for this position reflects the minimum and maximum target for new hire salaries for this role in California. It is expected to be $95,000 - $125,000 per year plus an annual discretionary bonus plan; however, base pay offered may vary depending on multiple individualized factors, including job-related knowledge, skills, experience and internal equity.
Equal Employment Opportunity:
We take diversity and equal opportunity seriously. We are committed to building a team that represents a variety of backgrounds and perspectives. The more diverse and inclusive we are, the better our team and our work will be.
Arcadia Management Services is an equal opportunity employer. We make employment decisions based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, military or veteran status, or any other characteristic protected by federal, state, or local law.
We are committed to creating a diverse and inclusive workplace where all employees are respected, valued, and able to contribute fully to the success of the organization.
