Real State & Facilities Specialist (86519)

Inter-Con Security; Pasadena (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Inter-Con Security Systems, Inc. is seeking a Real Estate & Facilities Specialist to manage the U.S. portfolio of 75+ locations. The role is hands-on, handling leases, CAM, and tenant improvements, and coordinating new office launches across the country.

Responsibilities include administering leases, processing expenses, coordinating furniture/utilities/access control, and traveling to sites for launches and TI walkthroughs. Strong organizational skills and 3–5+ years in facilities are required.

Qualifications

• Bachelor's degree in Business, Real Estate, Facilities Management, or related field; equivalent experience considered.
• 3–5+ years of experience in facilities management, lease administration, property management, or related fields.
• Business-level English proficiency (written and verbal).
• Experience handling CAM reconciliations, landlord communications, and facilities-related invoices/payments.
• Hands-on experience coordinating office buildouts or move-ins (furniture, utilities, access control).
• Experience scheduling on-demand or gig labor for site tasks, including estimating labor and negotiating rates.
• Strong organizational skills for multiple locations and projects.
• Experience with lease administration software or facilities mgmt software.

Responsibilities

• Administer day-to-day lease activity across the portfolio: rent payments, CAM invoices, renewal tracking, and critical-date monitoring.
• Process and reconcile facilities-related expenses and payments, ensuring accuracy and timely resolution of discrepancies.
• Serve as first point of contact for landlord inquiries; escalate complex issues as needed.
• Review and validate CAM charges and reconciliations against lease terms; flag discrepancies with landlords.
• Support tenant improvement projects: coordinate with contractors, vendors, and landlords; track budgets and timelines.
• Lead the operational setup of new locations, including furniture selection and installation, utility accounts, and access control provisioning.
• Schedule and coordinate on-demand labor for site tasks nationwide: scope work, estimate hours/costs, negotiate rates.
• Track and report facilities spend against budget; assist in preparing reporting for Director and VP.
• Travel to U.S. sites to support new location launches, TI walkthroughs, and landlord visits.

Skills

Lease administration

Vendor coordination

Budget management

Project coordination

Site setup

CAM reconciliations

Furniture procurement

Education

Bachelor's degree in Business/Real Estate/Facilities Management

Equivalent experience considered

Job description

Position Summary

The Real Estate & Facilities Specialist supports the Director, Facilities & Real Estate in managing Inter-Con's national (U.S.) portfolio of 75+ locations. This role is hands-on and execution-focused: administering leases, processing expenses and payments, resolving CAM and landlord issues, coordinating tenant improvements, and standing up new offices — including furniture, utilities, and key card access — particularly when new large accounts require rapid location launches.

Position Summary

The Real Estate & Facilities Specialist supports the Director, Facilities & Real Estate in managing Inter-Con's national (U.S.) portfolio of 75+ locations. This role is hands-on and execution-focused: administering leases, processing expenses and payments, resolving CAM and landlord issues, coordinating tenant improvements, and standing up new offices — including furniture, utilities, and key card access — particularly when new large accounts require rapid location launches.

Key Responsibilities

• Administer day-to-day lease activity across the portfolio: rent payments, CAM invoices, renewal tracking, and critical-date monitoring.
• Process and reconcile facilities-related expenses and payments, ensuring accuracy and timely resolution of discrepancies.
• Serve as first point of contact for landlord inquiries; escalat complex issues to the Director as needed.
• Review and validate CAM charges and reconciliations against lease terms; flag and resolve discrepancies with landlords.
• Support tenant improvement projects: coordinate with contractors, vendors, and landlords; track budgets, timelines, and punch lists.
• Lead the operational setup of new locations, including furniture selection and installation, utility account setup and activation, and key card/access control provisioning.
• Schedule and coordinate on-demand labor (e.g., TaskRabbit-style providers) for site tasks nationwide: scope the work, estimate labor hours and costs, and negotiate provider rates.
• Support identification and evaluation of new office locations, including market research, site visits, and preliminary broker coordination.
• Maintain accurate, up-to-date records for all leases, contacts, certificates of insurance, and vendor agreements.
• Coordinate with internal stakeholders (IT, Security, HR) to ensure new and existing locations are fully operational.
• Track and report facilities and real estate spend against budget; assist in preparing reporting for the Director and VP.
• Travel to U.S. sites to support new location launches, TI walkthroughs, and landlord/property visits.

Qualifications

• Bachelor's degree in Business, Real Estate, Facilities Management, or related field; equivalent experience considered.
• 3–5+ years of experience in facilities management, lease administration, property management, or related fields.
• Business-level English proficiency (written and verbal) required; role involves daily coordination with U.S. landlords, vendors, and internal teams.
• Experience handling CAM reconciliations, landlord communications, and facilities-related invoices/payments.
• Hands-on experience coordinating office buildouts or move-ins (furniture, utilities, access control) is strongly preferred.
• Experience scheduling on-demand or gig labor (e.g., TaskRabbit-style providers) for site tasks, including estimating labor effort and negotiating rates, is preferred.
• Strong organizational skills with the ability to manage multiple locations and projects simultaneously.
• Comfortable working with spreadsheets and lease administration or facilities management software.
• Experience supporting nationwide vending services and IT contracts (procurement, coordination, or administration) a plus.
• Strong written and verbal communication skills for landlord, vendor, and internal stakeholder coordination.
• Security industry or multi-site services industry experience a plus.

Inter-Con Security Systems, Inc. is an Equal Opportunity Employer - Disability/Veteran.