Claims & Legal Manager - Residential Prope

WHO WE ARE 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 NEEDWe 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 simultaneouslyA strong communicator, capable of working effectively with property teams, attorneys, insurance partners, and executive leadershipThoughtful and decisive, with sound judgment around escalation, risk, and prioritizationResilient under pressure, able to manage deadlines, disputes, and competing priorities with professionalismHighly accountable, taking full ownership of responsibilities and driving issues through to resolutionWHAT WE OFFERWe 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 supportExposure to complex legal, claims, and operational challenges with real business impactA comprehensive and competitive benefits package, including medical, dental, vision, retirement plans, and paid time offLong-term career stability and growth opportunities within a company that values tenure and promotes from withinJOB DESCRIPTIONThis 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.DUTIES AND RESPONSIBILITIESExecutive Reporting & Stakeholder CommunicationPrepare and deliver regular reporting to the management team on eviction activity, claims status, legal trends, and risk exposurePresent monthly and quarterly summaries of portfolio-wide legal and claims activity, including key metrics, trends, and areas of concernProvide timely and ongoing updates to the President, CFO and Director of Residential Property Management on significant claims, litigation matters, and emerging risksEscalate high-risk or high impact matters promptly, ensuring leadership has clear visibility into potential exposure and recommended actionsDevelop clear, concise reporting materials that translate legal and claims data into actionable business insightsEvictions & Lease EnforcementManage the full lifecycle of eviction (unlawful detainer) matters across the portfolioCoordinate with property managers, residents, and outside counsel to ensure timely and compliant filingsPrepare and review notices (e.g., pay-or-quit, termination notices)Track court deadlines, filings, and case statusMaintain accurate records and reportingEnsure consistent application of company policies and legal requirements across all propertiesSmall Claims Court CoordinationManage small claims cases including unpaid rent, damages, and disputesEvaluate case outcomes for process improvementPrepare, file, and manage small claims actions including documentation, evidence, and court coordinationAttend hearings as needed and support property teams in case preparationClaims & Insurance ManagementManage liability, property damage, and tenant-related claimsMonitor self-insured retention or deductible Serve as contact with insurance carriers and adjustersCoordinate documentation and claim follow-upMonitor claim trends, loss drivers, and exposure to inform risk mitigation strategies and operational improvements. Identify recurring issues and partner with leadership to implement preventative solutionsLegal & Outside Counsel CoordinationPartner with outside counsel on eviction and claims mattersManage documentation and case filesTrack legal spend, review invoices for accuracy, and support budget oversightPortfolio Risk & Compliance SupportMonitor compliance with California landlord-tenant, fair housing, and related regulatory requirementsProvide guidance to property teams on lease enforcement and documentationOperational Oversight & ReportingMaintain tracking systems for evictions, claims, and legal mattersPrepare reports on case activity and trendsDevelop procedures and templatesTrain property teams on processesDrive standardization of processes, templates, and documentation across the portfolio

QUALIFICATIONS:5 plus years of experience in litigation support and claims managementExperience working with California landlord-tenant law and eviction processesStrong organizational and case management skillsExcellent written and verbal communication skillsAbility to manage multiple priorities, meet deadlines, and adapt to changing demandsExperience working with property management teams and/or real estate operationsProficiency 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 experienceCORE COMPETENCIES:Judgment & Risk AwarenessAbility to assess legal exposure and business riskSound judgment when determining escalation vs. resolutionOrganization & Attention to DetailHigh attention to detail with strong case management disciplineAbility to track and manage multiple concurrent mattersStrong memory and recall ability to accurately retain and reference case details, timelines, and documentation across multiple mattersDiscretion & ProfessionalismHandles sensitive legal and employee-related matters with confidentialityMaintains neutrality and objectivity in investigations and disputesCommunication & InfluenceCommunicate effectively with attorneys, insurance carriers, and internal teamsAble to translate legal concepts into practical operational guidanceResilience & AdaptabilityManages urgent deadlines and complex disputes calmlyMaintains professionalism in high-pressure or adversarial situationsPHYSICAL 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 documentsFrequent use of hands and fingers to operate a computer, keyboard, and standard office equipmentAbility to read, review, and analyze detailed written materials and electronic recordsAbility to communicate clearly in person, by phone, and in virtual meetingsAbility to occasionally stand, walk, and move between office locations or attend court proceedings and property sitesAbility to lift and carry files or materials up to 15 pounds on an occasional basisAbility to travel locally between properties, courts, or meetings as neededReasonable 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.Compensation details: 95000-125000 Yearly SalaryPIfcb0704e428d-31181-40709623