Portfolio Administration Coordinator

Cushman & Wakefield; St. Louis (MO); On-site; USD 25,000 - 30,000; Full time

Job summary

Cushman & Wakefield is seeking a Portfolio Administration Coordinator to review leased and owned property documents, and to compile and maintain critical location data and financial obligations as part of lease administration.

The role involves data audits, document management, invoicing review, CAM and tax reconciliations, disputes resolution with landlords, and supporting multiple accounts in a fast‑paced environment.

Qualifications

• 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.

Responsibilities

• Review, abstract and/or perform quality control data audits of documents.
• 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 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 SNDAs 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 Lease Analysts 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

Job description

Job Description Summary

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.

Job Title

Portfolio Administration Coordinator

Job Description Summary

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.

Job Description

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 Lease Analysts 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

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $18.39 - $21.634615

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.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [e-mail]. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”