Commercial Portfolio Coordinator

Description

POSITION SUMMARY

As a Commercial Portfolio Coordinator, you will play a central role in the strategic and operational management of our commercial real estate portfolio. This dynamic position involves overseeing the day-to-day activities of commercial properties, ensuring optimal financial performance, maintaining positive tenant relationships, and implementing effective property management strategies.

GENERAL RESPONSIBILITIES

Key Responsibilities:

Portfolio Reporting and Financial Support

• Compile and review monthly property reports, financial statements, leasing updates, and operational information.
• Assist with budget preparation, expense tracking, and actual-to-budget variance analysis.
• Identify missing information, inconsistencies, and items requiring further review; coordinate with the appropriate teams to resolve them.
• Maintain portfolio trackers for occupancy, lease expirations, receivables, capital projects, and other key performance measures.
• Prepare summaries and supporting materials for management meetings and ownership reporting.

Leasing Coordination

• Maintain leasing activity trackers covering new leases, renewals, expansions, relocations, and upcoming expirations.
• Track key lease dates, tenant improvement allowances, commissions, and outstanding leasing deliverables.
• Coordinate with leasing, property management, accounting, and legal teams to obtain documentation and confirm that lease information is accurately reflected in reports and systems.
• Assist with reviewing lease abstracts and tracking commencement dates, rent increases, and other key terms.

Property Operations and Project Follow-Up

• Coordinate with property managers on outstanding action items, reporting deadlines, tenant matters, and operational needs.
• Track capital projects, vendor proposals, contracts, approvals, and project expenditures.
• Assist with bid comparisons and prepare concise summaries for management review.
• Follow up on outstanding items and flag delays or issues that require management attention.
• Maintain organized property records and supporting documentation.

Process and Systems Support

• Help improve reporting templates, trackers, and workflows across the Commercial division.
• Support data accuracy and consistency within Yardi and other company systems.
• Coordinate information across departments and ensure timely completion of assigned deliverables.

Qualifications

• Two or more years of experience in commercial real estate, property operations, portfolio coordination, or a related role.
• Working knowledge of commercial property financial statements, budgets, and lease terms.
• Strong Excel skills, including formulas, lookups, pivot tables, and organizing data for reporting.
• Strong analytical skills and attention to detail, with the ability to identify discrepancies and ask relevant questions.
• Excellent organizational, communication, and follow-through skills.
• Ability to work independently, prioritize competing deadlines, and collaborate across departments.
• Experience with Yardi Voyager preferred; familiarity with Kardin or other budgeting software is a plus.
• Bachelor’s degree in business, finance, real estate, or a related field preferred; equivalent relevant experience will be considered.
• Ideal Candidate
• You enjoy both working with numbers and keeping people and projects moving. You can turn detailed information into clear summaries, recognize when something needs a closer look, and take ownership of follow-up through completion.

Requirements

• A bachelor's degree is often required, preferably in Business Administration, Real Estate, Property Management, or a related field. A strong educational background provides foundational knowledge in business principles and real estate practices.
• In-depth knowledge of commercial real estate, including leasing processes, property valuation, and market trends. Familiarity with property types such as office buildings, industrial properties, and mixed-use developments.
• Understanding of relevant laws, regulations, and codes governing commercial real estate. This includes knowledge of fair housing laws, zoning regulations, and building codes. Ability to address legal matters, lease compliance, and disputes in coordination with legal professionals.
• Proficiency in financial management, including budgeting, financial reporting, and financial analysis. Ability to develop and manage property budgets, analyze financial statements, and make strategic financial decisions.
• Excellent communication skills, both written and verbal, are essential. Property managers must effectively communicate with tenants, property owners, and various stakeholders. Strong negotiation skills for lease agreements, vendor contracts, and dispute resolution.
• Proficiency in property management software and other relevant technology tools. Ability to use accounting software, databases, and other technology platforms to manage property-related information.