What are the responsibilities and job description for the Lease Contract Administrator position at Portman?
Job Description
Job Description
WE BUILD ON A LEGACY OF DESIGN
For 62 years, Portman Holdings has been an innovator in the design and development of transformational hotel and office properties. We see opportunities where others see barriers. Founded in 1957, we developed the first wholesale trade mart and the first integrated hotel in Downtown Atlanta, when most people and businesses were fleeing to the suburbs. That small trade mart expanded to over 7 million square feet and became the Americas Mart. The firm grew into a fully integrated development practice that has developed hotels, retail space, apartments, and office buildings around the world; including the New York Marriott Marquis Times Square, San Francisco’s Embarcadero Center, and Shanghai Centre. Visit our home page at portmanholdings.com.
POSITION SUMMARY :
The Lease / Contract Administrative Assistant reports to the Property Manager and will be responsible for providing administrative and management support for the property management team while providing clients (owners and tenants) the highest level of client service available.
ESSENTIAL ROLE REQUIREMENTS :
The role has the primary responsibility of providing contract and lease administration operations support under general supervision. The role also includes providing operational support in the management of properties for various properties. In addition, this role provides Tenant Services Administration support for customers. The desired candidate must have proficiency in Yardi and Microsoft Office applications.
RESPONSIBILITIES :
- Abstract new leases and amendments into Yardi; run reports and maintain tenant records in compliance with company policies / procedures.
- Track all leasing documents from draft through execution, distribution, abstracting & final approval activation in Yardi.
- Maintain lease files, track critical dates, and prepare memorandum of commencement and other lease-related correspondence.
- Maintain occupancy schedule and stacking plans.
- Provide client reports or information related to tenant leases upon request.
- Maintain vendor, licensee database, tracking critical dates for contract expirations, and deliverables.
- Maintain current COI’s for all vendors and ensure policy language is accurately reflected.
- Conducts audits to ensure compliance with vendor and management agreements.
- Assist with vendor set up for accounting and W9 process for vendors.
- Assist with invoice coding, obtaining appropriate approvals, entering invoices into accounting software, reviewing, and researching outstanding invoices, scanning and records management.
- Assist with marketing events at properties and other marketing promotions.
- Assist in performing regular inspections of the property.
- Assists with monthly reporting, annual budgeting and other reports as requested.
- Assist with Tenant Services Administration duties, Tenant work orders and other requests such as HVAC and Security Clearance.
REQUIREMENTS, EDUCATION, KNOWLEDGE AND SKILLS :
Portman is deeply committed to building a workplace and global community where inclusion is not only valued but prioritized. We’re proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age, or veteran status, or any other non-merit based or legally protected grounds. Portman is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process.
