Senior Portfolio Administration Coordinator Bilingual

Senior Portfolio Administration Coordinator Bilingual

Cushman & Wakefield is seeking a Senior Portfolio Administration Coordinator Bilingual to join their team. This role is crucial for reviewing property documents, compiling critical location data, and managing financial and contractual obligations within the lease administration process. The successful candidate will ensure accuracy, compliance, and efficient management of leased and owned properties for one or more accounts/clients.

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

Education & Qualifications

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

Key skills/competency

• Lease Administration
• Financial Analysis
• Contract Management
• Real Estate Terminology
• Audit & Compliance
• Document Management
• Dispute Resolution
• MS Office Suite
• Customer Service
• Bilingual Communication