Portfolio Operations Administrator

Brennan Investment Group is seeking a Portfolio Operations Administrator to support the asset management function of a private real estate investment firm with a national portfolio of industrial properties. This role supports property management and lease administration for a geographically diverse portfolio of single-tenant, net-leased (STNL) industrial assets. Key responsibilities include managing property tax payments and insurance coverage, supporting Asset Managers with billing adjustments and lender reserve draws, collecting tenant financials, handling routine tenant communications, and coordinating site inspections.

Location: Onsite in Rosemont, IL

Hours: Full-time;
Monday – Friday, 8:30AM – 5:00pm

• Be a Good Partner.
• Assist in managing an assigned set of properties with adherence to Brennan’s Operating Principles and in accordance with Brennan’s national operating Policies and Procedures.
• Primarily assist the STNL Asset Managers in the management and administration of the STNL portfolios, including:
• Administration of STNL property taxes, including tracking and ensuring all tax payments are made in a timely manner; managing tenant tax escrows and related billings; overseeing lender tax impounds/escrows; and tracking and coordinating property tax appeals and other related matters.
• Administration of STNL insurance to ensure all STNL properties maintain appropriate insurance coverage, including tenant communications; coordination and collection of insurance documentation (EOP, COI, flood); tenant billings; management of lender insurance requests and impounds; and regular coordination with third-party risk management consultants.
• Assist STNL Asset Managers with regular, recurring communications with existing tenants (annual or quarterly), including but not limited to annual rent increases and tenant lease requirements such as the collection of tenant financial statements and compliance with maintenance and repair requirements.
• Assist STNL Asset Managers with requested billing adjustments in MRI (accounting system).
• Assist STNL Asset Managers with payment of vendor invoices via Avid AP and expense coding in MRI.
• Assist STNL Asset Managers in maintaining tenant contact lists for each STNL portfolio.
• Onboarding of new properties and tenants, including:
• Upon lease execution, coordinate with Legal on the preparation of lease abstracts.
• Entering new lease terms into MRI and ensuring the rent roll is accurate and matches the lease rent schedule.
• As applicable, arrange for the transfer of utilities and vendor services to new tenant accounts or to BIG STNL in the event of a tenant move-out.
• Maintain portfolio and property contact lists, including tenant and local property/facility manager contacts.
• Ensure smooth transfer of property tax accounts to the new ownership entity and address.
• Assist the STNL EVP in regular updates and preparation of the STNL Monthly Meeting.
• General coordination and collaboration on all matters above, as well as other ad hoc tenant requests, with internal BIG departments and/or external consultants, including Accounting (AP, AR, property accountants), Legal and Due Diligence, and property tax appeals and insurance risk management consultants.
• Assist STNL Asset Managers with general lender reporting and ad hoc submittals related to insurance compliance, reserve draws, and the tracking and compliance of borrower- and tenant-required repairs.
• Assist STNL Asset Managers in the coordination of site visits with tenants for portfolio transactions, including refinancings, recapitalizations, and dispositions.
• Other general STNL portfolio administrative duties as assigned.

• Requires a minimum of 5 years of experience supporting a team, with 3 years' experience providing support within commercial real estate through lease administration, insurance, property management, or a related field.
• Strong working knowledge of Microsoft operating systems and shared file environments (including SharePoint).
• Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with Avid Xchange and MRI strongly preferred.
• Familiarity with Power BI and/or any other internal dashboards is a plus.
• Proven ability to collaborate and communicate effectively with both internal teams and external partners.
• Creative, collaborative mindset with a focus on continuous process improvement.
• Positive, proactive work ethic with a strong team-oriented approach.
• High-spirited, positive, and welcoming culture.
• Exceptional team-oriented environment.
• Beautiful modern office space within a Class-A office building.
• Laid-back environment, with casual dress code.
• Fun company events and regular gatherings such as happy hours, team outings, and more.