Real Estate Portfolio Manager

ServiceNow•Santa Clara, CA

21h•Remote

About The Position

Resolve day-to-day issues and questions in relation to our real estate portfolio and serve as a point of contact regarding lease-related inquiries, issues, and requests for information. Supervise third party vendors that provide lease administration services to confirm performance with their duties. Ensure all rent payments are made timely and accurately. Manage lease database, verify the accuracy and integrity of real estate portfolio data. Provide insights to the configuration of the lease database and support any migration to a new database. Onboard new landlords into the payment system to enable all lease related payments. Proactively monitor and report on key lease dates (i.e. lease expirations, termination options, renewal options, etc.) to support Real Estate transaction management team. Assist the Real Estate transaction team with the execution of all leases, Commencement Date Memorandums, SNDA’s, Estoppels and other lease related agreements. Actively monitor leases to confirm accuracy and pursue changes with the landlord to update legal entities, notice sections and other sections of the lease agreement as we make internal changes in our business. Manage correspondence with third parties, engage internal stakeholders and respond to inquiries, as applicable. Participate in the close-out process for all sites that we are vacating or surrendering. Track and manage security deposit returns, TI allowances, identify opportunities for reduction or cost savings with CAM reconciliations, audits, or property tax appeals. Confirm lease abstraction, modifications, payment of lease obligations, and financial setup are in compliance with ASC 842/IFRS 16 and ServiceNow’s accounting policies Oversee our tax obligations in relation to both our personal and real property tax obligations for all our sites. Establish accruals for future payment obligations and adjust as necessary. Analyze and summarize portfolio data and metrics to gain insights into portfolio performance to drive business recommendations. Develop accessible and actionable dashboards and reports, leveraging data visualization tools (i.e., Tableau or similar) for presentations to leadership. Manage the Flex office / Pass program including reconciliation of users and utilization trends. Continuously improve processes related to the lease administration and portfolio management functions. Additional duties as assigned to support management of the real estate portfolio.

Requirements

Must possess high attention to detail and commitment to data accuracy and integrity.
Excellent written and verbal communication skills.
Flexible, agile, and adept at pivoting to accommodate shifting priorities.
Advanced in Excel and PowerPoint, Tableau and other dashboards is a plus.
Able to work with limited guidance on monthly, quarterly, and ad hoc deliverables.
Direct corporate real estate experience is a plus – experience with CoStar or similar lease admin database.
Ideally possessing a prior educational background in Real Estate, Accounting or Finance with 5+ years of relevant work experience
Demonstrate a strong work ethic, dependability, accountability, and responsibility, coupled with high organizational skills; capable of multitasking, meeting deadlines, and working under pressure.
Ability to understand and interpret complex commercial lease terminology (base rent, operating expenses, commencement date, rent commencement date, real estate tax, insurance obligations, etc.)
Basic understanding of lease accounting under ASC 842

Nice To Haves

Tableau and other dashboards is a plus.
Direct corporate real estate experience is a plus – experience with CoStar or similar lease admin database.

Responsibilities

Resolve day-to-day issues and questions in relation to our real estate portfolio and serve as a point of contact regarding lease-related inquiries, issues, and requests for information.
Supervise third party vendors that provide lease administration services to confirm performance with their duties.
Ensure all rent payments are made timely and accurately.
Manage lease database, verify the accuracy and integrity of real estate portfolio data.
Provide insights to the configuration of the lease database and support any migration to a new database.
Onboard new landlords into the payment system to enable all lease related payments.
Proactively monitor and report on key lease dates (i.e. lease expirations, termination options, renewal options, etc.) to support Real Estate transaction management team.
Assist the Real Estate transaction team with the execution of all leases, Commencement Date Memorandums, SNDA’s, Estoppels and other lease related agreements.
Actively monitor leases to confirm accuracy and pursue changes with the landlord to update legal entities, notice sections and other sections of the lease agreement as we make internal changes in our business.
Manage correspondence with third parties, engage internal stakeholders and respond to inquiries, as applicable.
Participate in the close-out process for all sites that we are vacating or surrendering.
Track and manage security deposit returns, TI allowances, identify opportunities for reduction or cost savings with CAM reconciliations, audits, or property tax appeals.
Confirm lease abstraction, modifications, payment of lease obligations, and financial setup are in compliance with ASC 842/IFRS 16 and ServiceNow’s accounting policies
Oversee our tax obligations in relation to both our personal and real property tax obligations for all our sites.
Establish accruals for future payment obligations and adjust as necessary.
Analyze and summarize portfolio data and metrics to gain insights into portfolio performance to drive business recommendations.
Develop accessible and actionable dashboards and reports, leveraging data visualization tools (i.e., Tableau or similar) for presentations to leadership.
Manage the Flex office / Pass program including reconciliation of users and utilization trends.
Continuously improve processes related to the lease administration and portfolio management functions.
Additional duties as assigned to support management of the real estate portfolio.