Portfolio Administrator - East

Shell Mobility and Convenience USA•Houston, TX

About The Position

The Portfolio Administrator is responsible for day-to-day administration, governance, and compliance of Shell Mobility & Convenience’s real estate portfolio. The role ensures that real estate assets are accurately managed, contractual obligations are fulfilled, revenues are collected, expenses are controlled, and property tax obligations are handled effectively. As a key support function within the Real Estate team, the Portfolio Administrator maintains lease records, oversees rent collections and payments, coordinates compliance activities, and keeps portfolio records accurate, organized, and audit-ready. The position administers leases and property-related contracts, property taxes, rent collections and payments, asset compliance, title and records management, and landlord and tenant relations. It also maintains portfolio data and produces reports, supports audits, and identifies opportunities to improve administration processes and controls. The role reports directly to the Director of Real Estate and works closely with Portfolio Managers, Finance, Legal, Operations, and external stakeholders. It has no direct supervisory responsibility. Standard business hours are Monday through Friday, with flexibility based on business needs. Occasional travel may be required for property visits, meetings, and special projects.

Requirements

Five or more years of experience in lease administration, property administration, real estate operations, or portfolio support.
Experience managing lease obligations, rent payments, collections, and property records.
Understanding of commercial lease terms and property tax administration.
Strong organizational and document management skills.
Excellent verbal and written communication abilities.
Strong attention to detail and accuracy.
Ability to manage multiple priorities and deadlines.
Working knowledge of commercial leases, property administration, and real estate operations.
Strong analytical and problem-solving skills.
Proficiency in Microsoft Office applications and real estate management systems.
Ability to lift up to 20 pounds.
Ability to travel occasionally as business needs require.

Nice To Haves

Bachelor's degree in Business, Finance, Accounting, or a related field; equivalent experience will also be considered.
Experience in convenience retail, fuel retail, commercial real estate, or multi-site operations.
Property tax appeal experience.
Industry certifications.

Responsibilities

Maintain lease agreements, easements, licenses, and property-related contracts in company systems.
Manage lease abstracts, renewals, amendments, option periods, notices, and critical dates.
Ensure contractual obligations are executed accurately and on time.
Coordinate lease-related matters with Legal, Finance, landlords, tenants, and internal stakeholders.
Maintain complete and organized lease records and documentation.
Manage property tax assessments, invoices, payments, and reporting requirements.
Identify and support property tax appeal and abatement opportunities.
Coordinate with tax consultants, assessors, and local jurisdictions.
Monitor tax deadlines and ensure compliance with regulatory requirements.
Maintain documentation supporting audits and valuation reviews.
Ensure timely payment of ground rents, lease obligations, CAM charges, HOA dues, and other property expenses.
Manage collection of sublease income, QSR rents, co-location rents, and other third-party revenues.
Investigate and resolve billing discrepancies and payment disputes.
Partner with Finance to support accounts payable and accounts receivable processes.
Monitor rent collection performance and aged receivables.
Ensure compliance with lease obligations, deed restrictions, HOA requirements, permits, licenses, and municipal regulations.
Coordinate with government agencies, utility providers, and third-party organizations regarding property matters.
Maintain calendars for critical compliance deadlines, renewals, filings, and inspections.
Support audit, regulatory, environmental, and compliance activities.
Ensure portfolio records remain compliant and audit-ready.
Maintain ownership records, title documents, surveys, easements, and legal descriptions.
Support title reviews for acquisitions, dispositions, and financing activities.
Manage document retention and records management processes.
Coordinate document requests and due diligence efforts.
Serve as a primary point of contact for landlords, tenants, HOA representatives, municipalities, and other stakeholders.
Resolve issues involving lease obligations, notices, documentation, and property access.
Coordinate landlord and tenant communications and foster positive relationships that support company business objectives.
Maintain accurate property, lease, contract, and financial data within company systems.
Produce reports related to lease obligations, rent collections, property taxes, compliance activities, and portfolio performance.
Support internal and external audits.
Identify opportunities to improve portfolio administration processes and controls.
Complete required company onboarding and compliance training and ongoing professional development and systems training as required.