Real Estate Document Processing Coordinator

Job Description

Job Description

Job Title: Real Estate Document Processing Coordinator

Department: DRE Processing

Salary Range: $50,000–$70,000 (depending on experience)

Job Type: Full-time, Monday–Friday, 8:00 AM–5:00 PM

Work Location: Clovis, CA 93611 (in-person)

About California Builder Services

California Builder Services (CBS) helps homebuilders and land developers move residential subdivisions through one of the country's most complex regulatory processes: approval by the California Department of Real Estate (DRE). We process a high volume of filings a year — from condo conversions to master-planned communities — and our work determines when clients can start selling homes. Every day here runs on details, deadlines, and paper.

About the Role

This is the engine-room role on our processing team — the person who makes sure nothing gets lost, forgotten, or left untouched. It's an internal role supporting our Project Managers and Consultants, though you'll coordinate directly by phone and email with municipal offices, utility companies, and state agencies to track down documents and confirm filings.

It's fast-paced and detail-obsessed — a misplaced comma can cause real problems for us. We need someone who catches errors before they become someone else's problem.

This is also a growth role. Every Project Coordinator, Consultant, and Department Manager on our team started here.

What You'll Do

· Process incoming mail: open, scan, and save documents to our server, correctly filed and named.

· Maintain the CRM log of every active project and its status.

· Set reminders and send follow-up emails to request outstanding documents, and keep following up until you get them.

· Stamp and time-date documents the moment they're received, and log them into our system.

· Handle the physical side of the job: copying, scanning, hole-punching, and filing.

· Call and coordinate with municipalities, utility companies, and state agencies to track filings and request documents.

· Review incoming documents for accuracy and flag anything that looks off before it becomes a problem.

Who We're Looking For

This isn't a first job. We're looking for someone who's already worked somewhere they were genuinely relied on — where a missed deadline or a dropped detail had real consequences, and ownership was expected, not just effort. The industry matters less than the experience of being accountable to an organization.

You've probably worked in escrow, title, permitting, construction admin, paralegal support, property management, or government/municipal offices — or somewhere with a similar mix of documents, deadlines, and follow-through. You're comfortable in Outlook, Word, and Excel. You can write a clean, professional email and pick up the phone without rehearsing what you're going to say.

You should have a basic, real-world understanding of how property taxes, utility bills, and municipal permits work — not real estate expertise, just general life literacy that lets you pick up the specifics fast.

We need someone who can hit the ground running — there's no long runway to ramp up.

Qualifications

· High school diploma required; bachelor's degree in business administration, real estate, or construction management preferred.

· 2+ years in a professional environment where you held real responsibility.

· Working proficiency in Microsoft Word, Excel, and Outlook; comfortable navigating online databases and search tools.

· Background in real estate, escrow, title, construction, permitting, engineering, or mapping is a plus, not a requirement.

Skills That Will Make You Successful Here

· Sharp, borderline obsessive attention to detail.

· Strong written and verbal communication — clean emails, confident phone calls.

· Comfortable managing a high volume of competing priorities without dropping any of them.

· Works well on a close-knit team, in a fast-moving environment.

Benefits

· 401(k) with employer matching

· Health, dental, vision, and life insurance

· Paid time off: 4 weeks of annual sick leave and vacation accrual

· 9 paid holidays

· Performance bonuses

· Team outings

California Builder Services is proud to be an equal opportunity employer, and we're glad to make reasonable accommodations for applicants who need them during our hiring process — just let us know.