Lease Administration Portfolio Coordinator; Records Team

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Lease Administration Portfolio Coordinator (Records Team)

Responsible for reviewing leased and owned property documents as well as compiling and maintaining critical location data including financial and contractual obligations as part of the lease administration process.

Maintenance of repository of owned/leased property information

Receive physical/electronic real estate document and identify proper coding, update system of record and resolve any discrepancies

Maintains active/inactive portfolio files

Log all incoming legal documents

Upon request, pull physical files for verification

• 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 backup 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 are 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 exercise 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.
• Stay up to date on the latest industry standards and trends.

• Customer Service Skills
• Communication Proficiency (oral and written)
• Organization Skills
• Analytical Skills
• Technical Proficiency
• Research Skills
• Detail Oriented Interpersonal Skills
• Sense of Urgency

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

• Ability to understand, interpret, and abstract complex real estate lease terminology
• Working knowledge of financial terms
• Strong proficiency with MS Office Suite (MS Word, Excel and PowerPoint)

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.

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.

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national…