Senior Portfolio Administration Coordinator/coordonnateur principal de l'administration du portefeuille

Job Title

Job Description Summary

Job Description

Essential functions and responsibilities

• 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 Coordinators 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

Key Competencies

• Customer Service Skills Communication Proficiency (oral and written) Organization Skills Analytical Skills Technical Proficiency Research Skills Detail Oriented Interpersonal Skills Sense of Urgency .
• Must have French and comfortable conversing in both languages, as well as reading and writing in it.

Education

• High School diploma or GED required
• Bachelor's Degree preferred in any field; business, finance/real estate, accounting ideal

additional eligibility qualifications

• 2+ years of experience in auditing or related field
• Expertise in cost analysis, gross up calculations, review of ledgers, contracts, and other financial books and records
• Ability to understand and interpret complex real estate lease terminology
• Working knowledge of financial terms
• Strong proficiency with MS Office Suite (MS Word, Excel, and PowerPoint)

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 75% of the time; and extend hands and arms in any direction.

aap/eeo statement

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

other duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

Fonctions et responsabilités essentielles

• Examiner, résumer et/ou effectuer des audits de données de contrôle qualité des documents, y compris la mise à jour et la maintenance de toutes les informations et données de location dans nos systèmes d'information technologiques, selon les besoins.
• Veiller à ce que des mesures appropriées de gestion des documents soient suivies pour tous les documents loués, détenus et autres documents associés. Assurer la récupération/le stockage des fichiers, numériser des documents et ouvrir/distribuer le courrier
• Examiner les factures des clients en conjonction avec les exigences du bail, collecter les pièces justificatives appropriées auprès des propriétaires/autorités de facturation et confirmer que tous les calculs sont corrects.
• Effectuer des audits de bureau des rapprochements d'entretien des parties communes (CAM), d'assurance et de taxes foncières de fin d'année, interpréter et analyser toutes les charges pour en vérifier l'exactitude, conformément aux documents de location. Directement responsable de la résolution des litiges avec le propriétaire pour toute divergence identifiée.
• Responsable de s'assurer que les obligations financières de nos clients sont exactes et que les loyers mensuels sont traités en temps opportun Superviser et gérer le processus des sous-locataires, y compris l'enregistrement et la perception du loyer mensuel ainsi que la transmission des factures et des rapprochements de fin d'année.
• Communiquer fréquemment avec les partenaires internes et externes. Informer le client des dates critiques, des politiques et procédures immobilières, et aider aux demandes de renseignements générales
• Demander et traiter les certificats d'assurance tel que requis par le document de location
• Examiner les accords de non-perturbation et de subordination (SNDA) par rapport aux conditions du bail

• Fait régulièrement preuve de bon jugement et de logique en répondant aux demandes de renseignements sur les propriétés louées et possédées du client et/ou des propriétaires.

• Veiller à ce que les relations productives entre le propriétaire et le sous-locataire soient maintenues conformément aux accords de location et de sous-location.

• Établir les priorités des tâches et créer des calendriers pour les objectifs du portefeuille

• Capable de gérer plusieurs projets/priorités dans un environnement en évolution rapide

• Aider les gestionnaires avec des rapports financiers et des dates critiques opportuns et précis pour la présentation aux clients, identifier et enregistrer les économies, identifier les exceptions, enquêter sur les causes des exceptions et recommander des solutions.

• Assister ou superviser des projets spéciaux à la demande du client ou de la direction

• Collaborer avec le gestionnaire et l'équipe de transition pour établir de nouveaux comptes rapidement et en douceur

• Assister le gestionnaire ou superviser la création et les mises à jour continues pour traiter les playbooks

• Fournir des conseils et des orientations aux autres coordonnateurs de portefeuille sur diverses tâches et projets

• Former de nouveaux associés

• Rechercher continuellement des opportunités d'expansion commerciale avec les clients existants et développer ces opportunités Restez à jour sur les dernières normes et tendances de l'industrie

Compétences clés Compétences en service à la clientèle