Real Estate & Lease Administration Coordinator

Overview

This role serves as the key intake point for real estate and leasing matters while providing high-level administrative and operational support to the Real Estate function. The Coordinator independently manages administrative projects, including policy and procedure work, and supports the day-to-day execution of lease administration, document management, financial processing, reporting, and coordination with internal and external customers.

Real Estate Intake and Coordination

• Serve as the primary intake resource for real estate, leasing, and property management matters, ensuring requests are triaged and directed to the appropriate internal resource.
• Communicate with external business partners including landlords, property management firms, appraisers, city and county offices, brokers, real estate agents, and architects.
• Coordinate and collaborate with internal stakeholders including Accounting, Facilities, Legal, Executive Administration, Finance, Property Management, and Construction Services.

• Lease Administration and Document Management
• Manage intake of space requests, verify accuracy and completeness, ensure approvals, and prepare for lease transaction processing including tracking and maintaining accurate documentation throughout the lease lifecycle.
• Communicate and distribute accurate lease transaction details to stakeholders ensuring data integrity across real estate and leasing databases, trackers, and stakeholder reports.
• Upload, organize, and research lease documents and maintain complete, accurate electronic and physical records.
• Triage lease data inquiries and troubleshoot rent-related issues, providing timely resolution and guidance to stakeholders.
• Review, audit, and monitor lease-related charges, including Common Area Maintenance (CAM) and operating expenses, to ensure alignment with lease terms.

• Financial and Reporting Support
• Issue purchase orders, process invoices, and coordinate with internal partners to support timely payment and financial reconciliation.
• Maintain rent roll worksheets, occupancy reports, and other recurring portfolio or operational reports.

• Administrative and Operational Support
• Support operational needs of the Real Estate function and independently manage special administrative projects, including policy and procedure development and maintenance.
• Schedule meetings, manage calendars for Real Estate leadership, and support overall department coordination.
• Provide timekeeping support and assist with routine administrative functions, including file maintenance, record keeping, and correspondence.

• Judgment, Prioritization, and Confidentiality
• Exercise sound judgment, critical thinking, and strong follow-through when managing multiple priorities and confidential business matters.

• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

• Associate s Degree (Required)

• 3+ years of complex administrative support experience (Required)
• Experience in a healthcare-related environment (Preferred)
• Experience supporting leasing, real estate, or property-related operations (Required)

• Familiarity with lease language, rate calculations, and lease-related financial concepts. (Required proficiency)
• Demonstrated proficiency in Microsoft Office Suite, with strong Excel skills. (Required proficiency)
• Working knowledge of Oracle Contracts preferred. (Preferred proficiency)
• Experience with iManage or other document management systems preferred. (Preferred proficiency)
• Strong organizational, verbal and written communication, and database management skills. (Required proficiency)
• Basic math skills with the ability to review and reconcile lease-related data and expenses. (Required proficiency)
• Proven attention to detail, critical thinking ability, and ability to work independently as a self-starter. (Required proficiency)
• Proactive, self-directed work style (Required proficiency)
• Comfortable in a fast-paced environment. (Required proficiency)
• Expert-level organization and prioritization skills (Required proficiency)
• Executive presence and professionalism (Required proficiency)
• Strong exceptional attention to detail and accuracy (Required proficiency)
• Effective verbal and written communication (Required proficiency)
• Ability to independently assess, prioritize, and manage multiple deadlines and stakeholders (Required proficiency)
• Sound judgment and problem-solving ability (Required proficiency)