Real Estate Corporate Secretary
Shopoff Realty Investments
On-site
Irvine, California, United States
Shopoff Realty Investments is looking for the absolute best and brightest to join our team of dedicated professionals as a Real Estate Transaction Manager at our home office in Irvine, California.
What you will do:
This position is responsible for managing all corporate filings, documents, reports, and records in adherence with best practices and in accordance with all relevant laws and regulations. Additionally, this position is tasked with overseeing certain insurance and risk management matters for the company.
Job Responsibilities
- Manage all corporate filings, including but not limited to annual reports, tax filings, and regulatory submissions, in accordance with applicable laws and regulations.
- Maintain accurate and up-to-date corporate records, ensuring completeness and compliance with legal requirements.
- Maintain timelines and files to ensure all transactions are up to date.
- Create organizational charts and file organizational documents in various states.
- Monitor deadlines for filing requirements and proactively address any potential issues or discrepancies.
- Serve as a liaison with regulatory agencies, legal counsel, and other relevant stakeholders regarding corporate filing matters.
- Coordinate with internal departments to gather necessary information and documentation for filings and reports.
- Assist in preparing and reviewing legal documents related to corporate filings and compliance.
- Manage insurance policies, including procurement, renewal, and claims processing.
- Evaluate insurance coverage needs and risks, recommending adjustments or enhancements as necessary.
- Collaborate with insurance brokers and carriers to negotiate favorable terms and pricing for insurance policies.
- Stay updated on changes to relevant laws, regulations, and industry standards affecting corporate filings and insurance requirements.
- Manage and play a vital role in implementing and ensuring that the organization satisfies all legal and regulatory compliance standards and assist in safeguarding the organization’s assets through proper risk management and insurance practices.
- Prepare correspondence and mailings.
- Read, understand and manage all provisions and contractual obligations.
- Monitor, maintain, file and amend all FinCEN/Corporate Transparency Act regulations required to be filed with the Federal Beneficial Ownership Interest reporting database system.
- Coordinate with real estate department on gathering, creating and monitoring due diligence folders necessary for closing on all loan related transactions.
- Handle other matters and tasks on an as-needed basis.
What we need:
- College degree or business college certificate preferred.
- 3+ years of executive secretarial and/or corporate legal secretary experience.
- Real Estate and Closing experience a plus.
- Corporate Paralegal experience a plus.
Qualifications
- Professional understanding of the Real Estate transaction and closing process, terminology, and forms.
- Familiarity with various corporate structures and entities.
- Excellent attention to detail and high-level of accuracy.
- Excellent written and verbal communication skills.
- Demonstrated ability to organize, prioritize, and realign tasks on an ongoing, and as needed basis.
- Strong time-management and analytical skills.
- Proven ability to effectively communicate with senior management and outside clients.
- Effective leader who motivates and engages others through fostering a collaborative team environment.
- Solid knowledge of MS Office 365 (including Word, Excel and PowerPoint) and Adobe.
- Ability to work independently, but also follow specific instruction when given.
You’ll love this job if you:
- Eager to learn, develop new skills, and support a busy department with diverse areas of practice.
- Maintain composure and deliver under pressure.
- Seeks to understand the root cause of issues and behaviors.
- Shows a genuine interest in understanding the business.
- Creative thinker and open to challenge.
- High sense of discretion.
- Sense of urgency.
- Multi-tasking in a fast paced, deadline driven environment.
- Strong interpersonal skills with ability to build effective working relationships with internal and external stakeholders.
Still Undecided?
Shopoff is a great place to work. Here are some of the reasons that our employees vote for us as a Top Workplace:
- Voted 2025, 2023 & 2022 Best Places to Work by the Orange County Business Journal and Best Companies Group.
- Exceptional company culture that encourages innovation and empowers all team members to act as leaders by providing the opportunities, training, and tools critical to achieving a successful and meaningful career.
- Industry-leading compensation and benefits package including Gold and Platinum Medical Plan options, flexible spending accounts for medical and dependent care reimbursement, 401(k) with company match and company provided life insurance.
- A world-class work environment with potential for long-term growth and advancement in the industry, paid professional memberships and professional activities (conferences and workshops) and a tuition and certification reimbursement program.
- Paid holidays and generous vacation time; summer hours from June - August (office closes at 3 p.m. each Friday with full pay for the day).
Shopoff Realty Investments (SRI) is a real estate investment firm specializing in offering qualified clients diversified investment opportunities that can be used to create a customized portfolio consistent with their unique financial profiles and goals. For three decades, SRI has built an industry leading reputation for integrity, diligence, and vision. SRI creates value for its investors utilizing its expertise in all facets of real estate including acquisition, entitlement and development of commercial, multi-family and residential properties.
EEO Statement
Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, genetic information, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We also provide reasonable accommodations, as needed, throughout the job application process. If you have a disability that inhibits your ability to apply for a position through our online application process, you may contact us via email at hr@shopoff.com or via telephone at +1 949-417-1396.
Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, genetic information, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We also provide reasonable accommodations, as needed, throughout the job application process. If you have a disability that inhibits your ability to apply for a position through our online application process, you may contact us via email at hr@shopoff.com or via telephone at +1 949-417-1396.