Real Estate Specialist

The Northwest Seaport Alliance; Seattle (WA); On-site; USD 70,000 - 84,000; Full time

Job summary

The Northwest Seaport Alliance in Seattle is seeking a Real Estate Records and Billing Support Specialist. The role focuses on professional and technical support for the real estate department, organizing lease files, and managing utility billings and reporting.

Associate degree in business or related field and two years of relevant experience are required. Proficiency with Outlook, PowerPoint, Excel, and Word is essential; real estate document handling experience is preferred.

Qualifications

• Associate degree in business, marketing or a related discipline.
• Two years of relevant experience in billing, finance, customer service or a related environment.
• Experience with Outlook, PowerPoint, Excel and Word.
• Experience in a real estate environment and working with legal documents is preferred.
• Ability to handle confidential information with high discretion.

Responsibilities

• Provide professional and technical support to the real estate department and/or broader commercial team.
• Produce monthly/quarterly department reports using spreadsheet information and the property management program.
• Serve as the first point of contact for inquiries and maintain strong customer service relationships.
• Create and maintain accurate lease files, electronically and in hard copies.
• Monitor lease and utility budgets and review insurance/document compliance.
• Input lease information in property management systems and generate reports.
• Assist with utility billing and related administrative tasks across harbors.

Skills

Customer service

Communication

Attention to detail

MS Office

MS Outlook

MS PowerPoint

MS Excel

MS Word

Education

Associate degree in business/marketing or related discipline

Tools

PowerPoint

Excel

Word

Outlook

Job description

Anticipated hiring salary is between $69,540 - $84,240 depending on qualifications.

This position is responsible for providing professional and technical support, presentation development, Real Estate document organization, rent escalations, reports, and utility billings. This position is responsible, in a support capacity, for the timely review and delivery of completed document sets to meet the business requirements of property leasing, purchase, and sales efforts of the Port/NWSA. This Position has primary responsibility for the accurate filing and organization of all Real Estate records including both hard copies and electronic copies. Primary duties include document review and organization, record keeping, generating reports, and monthly/quarterly utility billing. Work may be performed at NWSA north harbor and south harbor offices as needed.

• Provide professional and technical support to the real estate department and/or the broader commercial team. Produce monthly/quarterly department reports using spreadsheet information and the property management program.
• Serve as the first point of contact for phone calls or inquiries for the department. Promote, establish, and sustain strong working relationships with internal and external customers. Participate in tenant communications and correspondence through utilizing and maintaining strong customer service and communication skills with a high-level of professionalism. Complete property research and participate in developing responses to Public Information Requests.
• Create and maintain accurate lease files, both electronically and in the department’s hard copy files. Support the timely review and delivery of completed document sets to meet the business requirements of property leasing, purchase, and sales efforts of the Port or Alliance. Monitor assigned lease and utility (expense and revenue) budgets. Review and certify insurance and surety documentation to ensure lessee compliance as well as initiate and manage the renewal process.
• Monitor systems and procedures, in terms of the billing of leases and utilities, and consider alternatives for improvements.
• Input lease information in real estate property management systems and generate reports. Monitor (lease related) exception reports and conduct lease audits by cross checking lease terms with the property management system. Audit agreement and utility data for accuracy.
• Participate in utility billing and administration in both harbors, including entering meter reads into the system, calculating pr-rations for shared tenant meters, communicating reported meter or backflow issues to the appropriate homeport, auditing monthly readings to identify anomalies, tracking and paying annual fees for street use permits, and other utility administrative tasks. Work with accounting staff to ensure timely and accurate tenant billing while participating in the timely and accurate collections and processing of utility payments, calculation of lease escalations, and other invoicing as needed.

Associate degree in business, marketing or a related discipline required. An additional two (2) years of relevant experience may substitute for associate degree.

Two (2) experience providing high level professional and technical support in a billing, finance, customer service, commercial, business development or related environment is required.

Experience interacting with customers and working in Outlook, PowerPoint, Excel and Word is also required.

Experience in a real estate environment and working with legal documents or records management is preferred.

• General knowledge of real estate document sets and requirements.
• Excellent written and verbal communication skills.
• Ability to work in a department that handles information of a confidential nature with a high degree of restraint.

The position requires the ability to read and proof documents and a high degree of confidentiality. Strong customer service and interpersonal skills are needed. The incumbent should be detail oriented, organized, possess good problem-solving skills, and exhibit the ability to work in teams and independently. Energy and enthusiasm along with a learning attitude with a desire to continually search for improvements is desirable. Efficiency with various software programs including the Microsoft Office Suite are required.