Lease Admin Sr. Portfolio Admin

Lease Admin Sr. Portfolio Admin

Responsible for reviewing leased and owned property documents as well as compiling and maintaining critical location data including financial and contractual obligations as part of the lease administration process. This position may be assigned to one or more accounts/clients.

Review, abstract, and/or perform quality control data audits of documents including updating and maintaining all lease information and data in our technology information systems, as required

Ensure proper document management measures are followed for all leased, owned and other associated documents. Maintain file retrieval/storage, scan documents, and open/distribute mail

Review client invoices in conjunction with lease requirements and collect proper supporting back-up documentation from landlords/billing authorities and confirm all calculations are correct

Conduct desktop audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, interpret, and analyze all charges for accuracy, in accordance with lease documents. Directly responsible for dispute resolution with landlord for any identified discrepancies

Responsible for ensuring the financial obligations of our Clients is accurate and that monthly rents are processed in a timely manner

Oversee and manage the subtenant process including the recording and collection of monthly rent and the pass-through of invoices and year-end reconciliations

Communicate frequently with internal and external partners. Notify client of critical dates, real estate policies and procedures, and assist with general inquiries

Request and process certificates of insurance as required by the lease document

Review Estoppels and Subordination Non-Disturbance Agreements (SNDA's) against the lease terms

Regularly exercises good judgment and logic in responding to leased and owned property inquiries from the client and/or landlords

Ensure that productive landlord and subtenant relationships are maintained in accordance with the lease and sublease agreements

Establish task priorities and create schedules for portfolio objectives

Able to manage multiple projects/priorities in a fast-paced environment

Assist managers with timely and accurate financial and critical date reports for client presentment, identify and record savings, identify exceptions, investigate causes of exceptions, and recommend solutions

Assist or oversee special projects as requested by the client or leadership

Partner with the manager and transition team to get new accounts established quickly and smoothly

Assist manager or oversee the creation and continuous updates to process playbooks

Provide guidance and direction to other Portfolio Coordinators on various tasks and projects

Train new associates

Continuously seek business expansion opportunities with existing clients and develop those opportunities

Stay up to date on the latest industry standards and trends

KEY COMPETENCIES

1. Customer Service Skills

2. Communication Proficiency (oral and written)

3. Organization Skills

4. Analytical Skills

5. Technical Proficiency

6. Research Skills

7. Detail Oriented

8. Interpersonal Skills

9. Sense of Urgency

EDUCATION

High School diploma or GED required

Bachelor's Degree preferred in any field; business, finance/real estate, accounting ideal

ADDITIONAL ELIGIBILITY QUALIFICATIONS

2+ years of experience in auditing or related field

Expertise in cost analysis, gross up calculations, review of ledgers, contracts, and other financial books and records

Ability to understand and interpret complex real estate lease terminology

Working knowledge of financial terms

Strong proficiency with MS Office Suite (MS Word, Excel, and PowerPoint)

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 75% of the time; and extend hands and arms in any direction.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.