Senior Portfolio Administration Coordinator (Bilingual)

About the Role

The Senior Portfolio Administration Coordinator (Bilingual) is responsible for reviewing lease and owned‑property documents and compiling critical location data, including financial and contractual obligations. The role may support one or multiple accounts or clients and requires fluency in English and French. Key duties include abstracting and performing quality‑control audits of lease documents, updating and maintaining all lease information in the firm’s technology systems, and ensuring proper document‑management practices for leased, owned, and related records. The coordinator also handles file retrieval, scanning, mail distribution, and verification of client invoices against lease requirements. The position conducts desktop audits of year‑end Common Area Maintenance (CAM), insurance, and real‑estate tax reconciliations, interpreting charges for accuracy and resolving disputes with landlords. It ensures that clients’ financial obligations are correct, monthly rents are processed promptly, and subtenant rent collection and invoice pass‑throughs are managed effectively. Frequent communication with internal and external partners is required to notify clients of critical dates, real‑estate policies, and to address general inquiries. The coordinator requests and processes certificates of insurance, reviews estoppels and Subordination‑Non‑Disturbance Agreements (SNDAs), and maintains productive landlord and subtenant relationships. The role prioritizes tasks, creates schedules for portfolio objectives, and manages multiple projects in a fast‑paced environment. It assists managers with timely financial and critical‑date reporting, identifies savings, investigates exceptions, and supports special projects, new‑account transitions, and the continuous improvement of process playbooks. • Review, abstract, and perform quality control audits of lease documents and update data in technology systems. • Manage document storage, scanning, file retrieval, and mail distribution for leased and owned properties. • Verify client invoices against lease terms and obtain supporting documentation from landlords or billing authorities. • Conduct desktop audits of year‑end CAM, insurance, and real‑estate tax reconciliations and resolve discrepancies with landlords. • Ensure accurate monthly rent processing and oversee subtenant rent collection and invoice pass‑through. • Communicate critical dates, policies, and inquiries to clients and internal/external partners. • Request and process certificates of insurance and review estoppels and SNDAs for compliance. • Prioritize tasks, create schedules, and manage multiple projects in a fast‑paced environment. • Assist managers with financial and critical‑date reporting, identify savings, and recommend solutions for exceptions. • Lead special projects, support new account transitions, and maintain/updating process playbooks. • Provide guidance to fellow Portfolio Coordinators, train new associates, and seek business expansion opportunities.

Key Responsibilities

• ▸lease abstract
• ▸qc audits
• ▸data management
• ▸document scanning
• ▸cam audits
• ▸rent processing

What You Bring

Key competencies include customer service, strong oral and written communication, organization, analytical thinking, technical proficiency, research ability, attention to detail, interpersonal skills, and a sense of urgency. Required education is a high‑school diploma or GED, with a bachelor’s degree preferred, and at least two years of audit or related experience, along with expertise in cost analysis, lease terminology, and advanced MS Office skills. • Demonstrate strong customer service, communication, analytical, and technical skills; proficient in MS Office. • Hold a high school diploma (GED required); bachelor's degree preferred; 2+ years audit or related experience.

Requirements

• ▸ms office
• ▸cost analysis
• ▸lease terminology
• ▸ged
• ▸bachelor's
• ▸2+ years

Benefits

Compensation ranges from $55,547.50 to $65,350.00, subject to collective bargaining status, location, market rates, and candidate qualifications, with a guarantee of at least minimum wage. Cushman & Wakefield is committed to equitable, diverse, and inclusive hiring, and provides accommodation requests via [email protected].

Work Environment

Office Full-Time