Facilities & Real Estate Specialist

Job Summary

We are seeking a detail-oriented Facilities & Real Estate Specialist for a contract/temporary opportunity in Pasadena, CA. This role supports day-to-day facilities and real estate operations across a nationwide office portfolio, helping ensure office locations remain functional, organized, and well-supported.

This is an excellent opportunity for a professional with 1 to 2 years of experience who enjoys coordinating with vendors, landlords, contractors, and internal teams. The role offers exposure to facilities management, real estate administration, utility coordination, CAM reconciliation review, and business systems such as Envoy and NetSuite. Candidates who thrive in a collaborative environment, enjoy solving operational issues, and take pride in accurate tracking and follow-through will do well in this position.

Key Responsibilities

- Source, schedule, and track facility maintenance requests across nationwide office locations using TaskRabbit or similar vendor platforms.
- Set up, transfer, and close out utility accounts for office locations as needed.
- Coordinate facilities and real estate projects with landlords, contractors, vendors, and internal stakeholders from kickoff through completion.
- Review Common Area Maintenance, CAM, reconciliations and respond to landlord or vendor billing questions.
- Build and maintain Excel-based tracking reports using formulas, VLOOKUP, and pivot tables.
- Perform accurate and timely data entry, documentation, and recordkeeping in Envoy, NetSuite, or similar business systems.

Compensation and Benefits

- Pay rate: $25.00 to $27.00 per hour.
- Job type: Contract/Temporary.
- Location: Pasadena, CA.

Required Qualifications and Skills

- Coordinate facilities maintenance requests across multiple office locations.
- Manage utility account setup, transfers, and closeouts for office properties.
- Support real estate administrative tasks, including CAM reconciliation review and billing follow-up.
- Maintain tracking reports and records using Excel and business systems.

- 1 to 2 years of relevant experience in facilities coordination, real estate administration, property management support, operations, or a related field.
- Strong Excel proficiency, including formulas, VLOOKUP, and pivot tables.
- Excellent organizational skills with the ability to manage multiple locations, vendors, requests, and deadlines at once.
- Strong written and verbal communication skills for working with landlords, contractors, vendors, and internal teams.
- High attention to detail and accuracy in data entry, reporting, recordkeeping, and billing review.
- Ability to follow up proactively, track open items, and keep projects moving toward completion.
- Comfortable working with business systems for data entry and operational tracking.

Preferred Qualifications

- Experience using Envoy, NetSuite, TaskRabbit, or similar facilities, vendor, or business management platforms.
- Prior exposure to CAM reconciliations, landlord billing questions, utility administration, or real estate operations.
- Experience supporting a multi-location office portfolio or coordinating vendors across multiple markets.

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

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We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.