Sr. Portfolio Administration Coordinator

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   

• 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.