Claims & Legal Manager - Residential Properties (Hiring Immediately)
ARCADIA MANAGEMENT SERVICES CO
San Jose, CA
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
- 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
- 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
- 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
- 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
- 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
- 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
- Monitor compliance with California landlord-tenant, fair housing, and related regulatory requirements
- Provide guidance to property teams on lease enforcement and documentation
- 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
- 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)
- Bachelor's degree, Paralegal certificate, or equivalent combination of education and experience
- Ability to assess legal exposure and business risk
- Sound judgment when determining escalation vs. resolution
- 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
- Handles sensitive legal and employee-related matters with confidentiality
- Maintains neutrality and objectivity in investigations and disputes
- Communicate effectively with attorneys, insurance carriers, and internal teams
- Able to translate legal concepts into practical operational guidance
- Manages urgent deadlines and complex disputes calmly
- Maintains professionalism in high-pressure or adversarial situations
- 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
- 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.
- 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.
Posted 2026-06-12
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