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  

• 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 

• 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  

• Bachelor’s Degree preferred in any field; business, finance/real estate, accounting ideal 

additional eligibility qualifications 

• 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) 

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. 

other duties 

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. 

Note:  This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.