Portfolio Administration Coordinator

Cushman & Wakefield•Cincinnati, OH

About The Position

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 role involves ensuring proper document management, processing client invoices, conducting audits of financial reconciliations, managing subtenant and third-party tenant processes, and maintaining landlord relationships. The coordinator will also assist with reporting, special projects, and training new associates, while staying updated on industry trends.

Requirements

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 Client are accurate and that monthly rents are processed in a timely manner.
Oversee and manage the subtenant and the 3rd party tenants processes, 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, subtenant and 3rd party tenant 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.
Assist manager or oversee the creation and continuous updates to process playbooks.
Provide guidance and direction to other Portfolio Administration Coordinators on various tasks and projects.
Train new associates.
Continuously assist with business expansion opportunities with existing client.
Stay up to date on the latest industry standards and trends.

Responsibilities

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 Client are accurate and that monthly rents are processed in a timely manner.
Oversee and manage the subtenant and the 3rd party tenants processes, 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, subtenant and 3rd party tenant 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.
Assist manager or oversee the creation and continuous updates to process playbooks.
Provide guidance and direction to other Portfolio Administration Coordinators on various tasks and projects.
Train new associates.
Continuously assist with business expansion opportunities with existing client.
Stay up to date on the latest industry standards and trends.