Real State & Facilities Specialist (86519)

Inter-Con Security Systems, Inc.; Pasadena (CA); On-site; USD 48,216 - 55,104; Full time

Job summary

Inter-Con Security Systems, Inc. in Pasadena, CA is seeking a Real State & Facilities Specialist to manage a nationwide portfolio of 75+ locations.

This hands-on role administers leases, processes expenses, resolves CAM issues, coordinates tenant improvements, and stands up new offices with furniture, utilities, and access control. The ideal candidate has a Bachelor's in Business, Real Estate, Facilities Management, or related field and 3–5+ years in facilities or lease administration, with

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 required; 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).
• Experience scheduling on-demand or gig labor for site tasks, including estimating labor and negotiating rates.

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; elevate 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 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.

Skills

Facilities management

Lease administration

Vendor coordination

Budget tracking

English proficiency

Education

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

Tools

Lease administration software

Excel budgeting tools

Job description

Real State & Facilities Specialist (86519)

Pasadena (10054) - Pasadena, CA 91107

Overview

Salary Range: $35.00 - $40.00 Hourly

Category: Corporate

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; elevate 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.

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