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.

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