Claims & Legal Manager - Residential Properties

Description

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 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.