Portfolio Administrator

Job Description

ADVISORY PORTFOLIO ADMINISTRATOR

Jackson Cross Partners LLC is a privately owned real estate service company focused on optimizing the performance of our clients’ real estate portfolio. Our Advisory Services group focuses on ‘non-transaction’ areas of real estate that are critical to overall project success, but often secondary to the transaction itself.

Summary

• The JCP Advisory Services Portfolio Administrator is a full-time position in a hybrid work environment with the option to go 100% remote once the training with the responsible manager is complete.
• Responsible for maintaining client database systems for lease administration, accounts payable, lease accounting compliance and financial reporting purposes.
• Must be comfortable being assigned to multiple client projects and working in a fast-paced and high-performance environment.
• Must be able to critically read lease contracts and other real property transaction documents, including financial documents, for critical dates, payment terms, and legal provisions for entry into client lease administration and lease accounting databases.
• Must have core competencies in Lease audits, operating expense reconciliations, rent payment processing procedures, percentage rent calculations, tracking security deposits, tenant improvement allowances and certificates of insurance and other responsibilities associated with the day-to-day operations of commercial real estate portfolios.
• Must be comfortable with technology as position requires daily updates to in complex and evolving database.
• Must be able to comprehend basic lease accounting principles in order to properly maintain and update client database.
• The candidate should also possess the following qualities: detailed oriented, strong problem-solving skills, ability to work independently and in a team setting, effective verbal and written communications.

Essential Duties and Responsibilities

• Abstract new and amended agreements into various database systems within stated deadlines to ensure assignments are completed within client timeframe. Perform quality control review of completed abstracts.
• Review and analyze original or scanned property documents for completeness, full execution and other critical elements. Perform quality review of scanned documents.
• Perform lease audits, due diligence requests, validate CPI rent increases, and review real estate documents for critical data.
• Track and maintain data related to security deposits, tenant improvement allowances and certificates of insurance
• Oversee and maintain client database for increases in rent, changes to operating expenses, real estate taxes and other lease payments.
• Review invoices and data enter necessary payments into client systems for monthly payments and month-end accounting close.
• Prepare and distribute portfolio reports such as monthly rent variances, lease expirations and option notifications.
• Work with client accounting personnel to ensure lease information is entered accurately for financial reporting.
• Draft training materials and process documentation related to duties for training contractors and other support team members.
• Demonstrate solid business acumen and is comfortable with frequent client interaction and leading meetings and working sessions.
• Committed to providing excellent client service.
• Display outstanding interpersonal skills and exceptional written and verbal communication skills.
• Exhibit strong leadership skills with the ability to manage support staff, vendors and independent contractors.
• Other tasks, as required.

Qualifications

• 3-5 years of relevant experience required. Experience as a Lease Administrator and/or Real Estate Paralegal preferred.
• Bachelor's Degree required, J.D., a plus.
• Expertise in commercial lease terms and contract law required.
• Lease software experience with CoStar, TRIRIGA, Tango, LeaseCalcs or related software preferred.
• Proficient PC Skills: MS Office Applications (Word, Excel, PowerPoint, Access).
• Excellent interpersonal, customer service, time management & organization skills.