About the Role
The Office of Real Estate and Facilities is seeking a support specialist to provide essential clerical, administrative, and operational support. This role is ideal for someone who has working knowledge of real estate operations and values accurate recordkeeping, timely follow-up, and effective coordination of real estate-related activities while maintaining confidentiality and ensuring alignment with diocesan policies, and who is committed to supporting the mission and values of the Catholic Church.
Position Title: Real Estate Support Specialist
Department: Real Estate & Facilities Location: San Juan Pastoral Center (San Juan)
FLSA Status: Non-Exempt
Reports To: Director of Real Estate and Facilities
POSITION SUMMARY: The Real Estate Support Specialist provides specialized administrative, clerical, and records support for diocesan real estate matters. This position assists with property records, tax office and appraisal district correspondence, property inventory updates, ad valorem tax-related filings, and documentation related to property sales, purchases, leases, surveys, plats, and deed records. The role supports accurate recordkeeping, timely follow-up, and effective coordination of real estate-related activities while maintaining confidentiality and ensuring alignment with diocesan policies, applicable civil law, and the mission of the Diocese.
DUTIES AND RESPONSIBILITIES:
- Property Records and Administrative Support
- Provide administrative support and respond to routine property-related inquiries in a professional and timely manner.
- Assist with maintaining and updating the diocesan property inventory, including tracking ownership, location, property status, and related documentation.
- Review and organize correspondence from appraisal districts, tax offices, vendors, parishes, diocesan departments, and other external entities.
- Request updates, corrections, or changes from appraisal districts or tax offices for property records as needed.
- Maintain organized electronic and physical files related to diocesan real estate matters, including deeds, surveys, plats, leases, contracts, tax records, exemption documents, and correspondence.
- Tax Office, Appraisal District, and Ad Valorem Support
- Assist in preparing documentation for ad valorem property tax value protests, exemption applications, and related filings.
- Track deadlines and submission requirements associated with appraisal district and tax office matters.
- Research and compile property information from tax office, appraisal district, deed record, and public property databases.
- Assist with follow-up communications regarding property tax protests, exemptions, notices, and account updates.
- Real Estate Transactions and Property Documentation
- Assist with preparing, reviewing, organizing, and tracking documents related to property sales, purchases, leases, and related agreements.
- Review surveys, plats, deed records, and other property documents to help determine ownership, location, boundaries, and status of inventoried properties.
- Compile market information, property data, and supporting documentation to assist leadership in evaluating potential sales prices, purchase offers, or lease terms.
- Assist with feasibility studies related to the highest and best use of diocesan properties.
- Coordinate internal routing of real estate documents for review, approval, signatures, and filing.
- Communication and Coordination
- Communicate professionally with diocesan departments, parishes, appraisal districts, tax offices, title companies, surveyors, vendors, and other external parties as directed.
- Prepare correspondence, reports, spreadsheets, summaries, and tracking logs related to real estate matters.
- Schedule meetings, maintain calendars, prepare materials, and assist with follow-up items related to property matters.
- Maintain confidentiality and exercise sound judgment when handling sensitive property, legal, financial, or diocesan information.
- Perform other related duties as assigned.
QUALIFICATIONS
- Commitment to the mission, values, and teachings of the Catholic Church.
- Must pass criminal background and reference checks.
- Completion of Safe Environment Training-Protecting God's Children is required.
- Must have a clean driving record, current valid Texas Driver's License, reliable transportation, and valid vehicle insurance.
EDUCATION AND EXPERIENCE
- High school diploma or equivalent required; associate degree or coursework in business administration, real estate, public administration, legal studies, or a related field preferred.
- Three to five years of administrative experience required, preferably in real estate, property records, tax office, appraisal district, legal, title, parish/diocesan administration, or a related environment.
- Experience with ad valorem property tax protests, property tax exemptions, surveys, plats, deeds, leases, property purchases, or property sales preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of administrative office practices, records management, and professional correspondence.
- Working knowledge of Texas tax offices, appraisal districts, property records, and basic real estate documentation preferred.
- Familiarity with Texas Property Tax Code concepts, ad valorem tax protests, and property tax exemption processes preferred.
- Ability to research, review, and organize surveys, plats, deed records, contracts, exemptions, leases, and property-related documents.
- Calendar management, deadline tracking, and follow-up coordination
- Confidential handling of legal, financial, property, and diocesan information
- Strong attention to detail, accuracy, follow-through, and timely completion of assignments.
- Ability to manage multiple priorities, meet deadlines, and maintain organized records.
- Professional written and verbal communication
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
- Ability to work collaboratively with diocesan leadership, staff, parishes, vendors, public offices, and external partners.
SALARY: To commensurate with experience
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job.
This position performs primarily office-based work and requires the ability to operate standard office equipment, review and manage files and documents, and communicate effectively in person, by telephone, and in writing. Employees must be able to remain in a stationary position 50% of the time. The role may occasionally require movement within the office to access files, records, storage areas, and meeting locations. Employees must be able to climb. Occasionally they may climb stairs, step ladders, ascend/descend a step ladder. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to ten pounds and occasionally carry, lift, and/or move up to twenty-five pounds.
WORK CONDITIONS
The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in a professional office environment and involves frequent use of standard office equipment, including computers, telephones, copiers, scanners, and filing systems. The position requires regular interaction with clergy, diocesan staff, parish representatives, and external contacts, and may occasionally require attendance at meetings and/or diocesan events. The noise level is usually moderate. The work environment can be dynamic with frequent interruptions. Employees may undergo stressful situations due to the nature of their work, including handling confidential information.
Office Hours: Monday through Friday; 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.
Work Schedule: Full-time, 40 hours with occasional evening or weekend hours for urgent matters.
Travel: Some local travel may be required to visit diocesan properties, tax offices, appraisal districts, parish offices, or other related locations. Occasional local travel for diocesan events may be necessary. Diocesan fleet vehicles are available for employees. If no fleet vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use.
Rest breaks (15 minutes): 10:00 a.m. and 3:00 p.m.
Lunch Hour: 12:00 noon to 1:00 p.m.
To Apply: Please email your resume and cover letter to the Office of Human Resources at [email protected]. Applications will be reviewed on a rolling basis until the position is filled.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have familiarity with Texas Property Tax Code concepts, ad valorem tax protests, and property tax exemption processes? If yes, briefly describe your experience.
- Do you have working knowledge of Texas tax offices, appraisal districts, property records, and basic real estate documentation?
- Do you have experience researching or reviewing property records, deeds, surveys, plats, appraisal district records, tax office records, or public property databases?
- Do you have experience assisting with property tax exemptions, ad valorem tax matters, appraisal district correspondence, or property tax protest documentation?
Education:
Experience:
- real estate, property records public administration: 3 years (Required)
- Real estate administrative: 3 years (Required)
- ad valorem property tax protests and property tax exemptions: 3 years (Required)
Language:
- English (Required)
- Spanish (Preferred)
Willingness to travel:
Work Location: In person
