Portfolio Administrator - East

Company Overview:

Shell Mobility & Convenience proudly operates over 200 Timewise convenience stores and Shell gas stations in Texas and New Mexico. Our friendly team provides great customer service while supporting our employees with growth opportunities. Shell Mobility & Convenience is based in Houston, Texas and became part of the Shell Group in 2022. Join our friendly and hard-working Team!

Position Summary:

The Portfolio Administrator is responsible for the day-to-day administration, governance, and compliance of Shell Mobility & Convenience's real estate portfolio. This role ensures real estate assets are accurately managed, contractual obligations are fulfilled, revenues are collected, expenses are controlled, and property tax obligations are managed effectively. Serving as a key support function within the Real Estate team, the Portfolio Administrator maintains lease records, oversees rent collections and payments, coordinates compliance activities, and ensures portfolio records remain accurate, organized, and audit-ready.

Key Responsibilities:

Lease & Contract Administration

• Maintain lease agreements, easements, licenses, and property-related contracts within company systems.
• Manage lease abstracts, renewals, amendments, option periods, notices, and critical dates.
• Ensure contractual obligations are executed accurately and on time.
• Coordinate lease-related matters with Legal, Finance, landlords, tenants, and internal stakeholders.
• Maintain complete and organized lease records and documentation.

Property Tax Administration

• Manage property tax assessments, invoices, payments, and reporting requirements.
• Identify and support property tax appeal and abatement opportunities.
• Coordinate with tax consultants, assessors, and local jurisdictions.
• Monitor tax deadlines and ensure compliance with regulatory requirements.
• Maintain documentation supporting audits and valuation reviews.

Rent Collection & Payment Management

• Ensure timely payment of ground rents, lease obligations, CAM charges, HOA dues, and other property expenses.
• Manage collection of sublease income, QSR rents, co-location rents, and other third-party revenues.
• Investigate and resolve billing discrepancies and payment disputes.
• Partner with Finance to support accounts payable and receivable processes.
• Monitor rent collection performance and aged receivables.

Asset Compliance & Governance

• Ensure compliance with lease obligations, deed restrictions, HOA requirements, permits, licenses, and municipal regulations.
• Coordinate with government agencies, utility providers, and third-party organizations regarding property matters.
• Maintain calendars for critical compliance deadlines, renewals, filings, and inspections.
• Support audit, regulatory, environmental, and compliance activities.
• Ensure portfolio records remain compliant and audit-ready.

Title & Records Management

• Maintain ownership records, title documents, surveys, easements, and legal descriptions.
• Support title reviews for acquisitions, dispositions, and financing activities.
• Manage document retention and records management processes.
• Coordinate document requests and due diligence efforts.

Landlord & Tenant Relations

• Serve as a primary point of contact for landlords, tenants, HOA representatives, municipalities, and other stakeholders.
• Resolve issues involving lease obligations, notices, documentation, and property access.
• Coordinate landlord and tenant communications.
• Foster positive relationships that support company business objectives.

Systems, Data & Reporting

• Maintain accurate property, lease, contract, and financial data within company systems.
• Produce reports related to lease obligations, rent collections, property taxes, compliance activities, and portfolio performance.
• Support internal and external audits.
• Identify opportunities to improve portfolio administration processes and controls.

Physical/Cognitive Requirements:

• Strong organizational and document management skills.
• Excellent verbal and written communication abilities.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Working knowledge of commercial leases, property administration, and real estate operations.
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office applications and real estate management systems.

Attendance/Schedule:

• Standard business hours are Monday through Friday, with flexibility based on business needs.
• Occasional travel may be required for property visits, meetings, and special projects.

Preferred Minimum Experience/Education:

• Bachelor's degree in Business, Finance, Accounting, or a related field preferred; equivalent experience will also be considered.
• Five or more years of experience in lease administration, property administration, real estate operations, or portfolio support.
• Experience managing lease obligations, rent payments, collections, and property records.
• Understanding of commercial lease terms and property tax administration.
• Experience with real estate management systems and portfolio reporting tools.
• Experience in convenience retail, fuel retail, commercial real estate, or multi-site operations preferred.
• Property tax appeal experience and industry certifications are a plus.

Training Requirements:

• Completion of all required company onboarding and compliance training.
• Ongoing professional development related to lease administration, property management, and real estate operations.
• Training on company systems, reporting platforms, and governance processes as required.

Supervision:

• Reports directly to the Director of Real Estate.
• Works closely with Portfolio Managers, Finance, Legal, Operations, and external stakeholders.
• No direct supervisory responsibility.

Physical Requirements:

• Ability to lift up to 20 pounds.
• Prolonged periods of sitting, standing, and computer use.
• Ability to travel occasionally as business needs require.