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Commercial Lease Administrator

Portfolio Administrator
West End

This role is to work on a large commercial property account with our client. The Portfolio Administrator will directly support the UK Market Lead in the management and administration of a retail portfolio. In addition, they will be the primary "go to" point for internal stakeholders from Finance, Data Management and Legal teams and will be responsible for supporting the data management, payments and audit processes on the account.

  • Abstract the leases and input them into the Property Records System

  • Support the account in the following areas:

    • Portfolio administration

    • Tracking activity/local issues

    • Maintaining accurate Landlord's and Tenant's contact details

    • Maintaining of KPI scores

    • Monthly and ad-hoc rental payment postings

    • Portfolio Critical Dates Management

    • Provision of information to support Finance and Real Estate team by preparing various reports

    • Administrate local operational requirements/policy e.g. H&S compliance

    • Credit Control

    • Business Rates payments and account reconciliation

    • Review of Service Charge budgets and insurance premium payment requests

  • Correspondence

    • To and from tenants and landlords

  • Submitting and follow-through on approval process

  • Work with Real Estate billing team in conjunction with monthly AP/AR processes

    • Sales based rents settlements

    • Rents indexation

    • Timely Monthly/quarterly payments runs

  • Follow up on landlords/ tenants' queries

  • Set-up landlord/leasee's account in SAP system

  • Update landlord details in the GSAP system

  • Follow-up failed Direct Debits with manual billing

  • Liaise with Legal and Finance teams

  • Support UK Market Lead with OPEX budget reporting

  • Follow-up with a resolution of all issues

  • Scan and/or file incoming documents/correspondence and notify parties as appropriate

  • General administrative duties


  • Bachelors Degree preferred

  • +2-3 years in Property Management field

  • Good knowledge of MS Excel

Communications Skills

  • Must be fluent in Business English

  • Must be able to communicate with individuals at all levels

Financial Knowledge

General business finance skills