Property Management Paralegal & Claims Manager

Role summary

Property Management Paralegal & Claims Manager is a role at ARCADIA MANAGEMENT SERVICES CO in San Jose, California, United States (on-site). Posted 2026-08-15. Salary: USD 95,000–125,000 per year. Experience level: 2-5.

Job title

Property Management Paralegal & Claims Manager

Company

ARCADIA MANAGEMENT SERVICES CO

Location

San Jose, California, United States

Work arrangement

on-site

Category

Software Engineering

Salary

USD 95,000–125,000 per year

Experience level

2-5

Date posted

2026-08-15

Job description

Description

Arcadia Management Services is looking for a Paralegal & Claims Manager to join our exceptional team. In this role, you'll be responsible for supporting 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.

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. The right candidate will be extremely 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,