Real Estate Services Administrator

Summary

Coordinate corporate real estate projects with scope that includes project management, financial analysis. Manage existing lease contracts. Lead department’s sourcing initiatives; oversee vendor contract management and expense control. Assist in premises and non-premises budget planning and expense tracking. Serve as Property & Corporate Services’ Insurance Correspondent, Permanent Control Correspondent and BCP Coordinator.

Key Responsibilities

• Coordinate real estate projects in the Americas region (currently 5 locations in the US and sites in 5 other countries) with head office and local teams, including correspondents in PCS, Finance, Legal, Global Information Technology (GIT), Global Sourcing & Procurement (GSP) and the impacted Business Lines, throughout the project lifecycle: From development of the requirements, site search and financial modelling of scenarios, to lease execution, fit-out and move-in
• Work closely with key internal and external stakeholders
• Prepare project presentations & budgets and financial analysis
• Perform qualitative and qualitative evaluations of new office options covering all pertinent criteria.
• Coordinate the sourcing & procurement of design & construction services and furnishings.
• Drive project activities to meet identified milestones and deadlines in the schedule.
• Closely track expenditures against the project budget and provide reporting.
• Ensure the proper close out of the project at its conclusion.

• Regularly communicate with commercial real estate industry professionals to gain market intelligence.

• Lead the department’s sourcing initiatives in coordination with GSP and work with Legal in RFP processes and in the contracting of premises related goods and services. Oversee the department’s vendor contract files and create milestone alerts for scheduled increases, options (early termination, expansion/contraction, extension, etc.).

• Assist with the annual preparation of the department’s operating expenses and capital budgets (currently a yearly budget of appx. $20M). Actively track with Finance actual expenditures against the established budgets, prepare forecasts and provide regular reporting to management. Oversee the monthly expense accrual process and perform monthly account certifications.

• Support the Department Manager in the administration and internal reporting of global and locally placed insurance policies related to property & casualty and FINPRO coverages. Participate in the annual renewal exercise of the insurance policies. Serve as the insurance correspondent with CA Assurances and update the Odyssee database with insurance policy information.

• Maintain all commercial office lease files, including any subleases, and create milestone alerts for scheduled rent increases, options (early termination, expansion/contraction, extension, etc.) and expirations. Ensure compliance with all covenants and contracted commitments vis-à-vis rent, real estate taxes, and operating expense escalations.

• Oversee the processing of the monthly fixed and variable rent payments, receivables, and subtenant billings, including all escalation charges.

• On an ongoing basis, actively coordinate processing of vendor billings with other PCS team members to ensure timely payments of invoices. Take the lead in resolving any vendor billing issues.

Secondary Responsibilities:

• Serve as the department’s Permanent Control Correspondent and coordinate with the Department Manager in planning, updating and implementing new procedures, controls and key risk indicators as may be necessary.

• Serve as department BCP Coordinator and organize with department team members the recovery plan and the annual update of the department’s Business Impact Assessment.

• Support the Department Manager in the oversight of the outsourced corporate services, including the executive dining services and mailroom services.

• Participate in other departmental functions as may be required.

Management and Reporting

Reports to the Manager of Property & Corporate Services who reports to the Chief Operating Officer

Key Internal contacts

• Property & Corporate Services in France Head Office and in the Americas Offices
• Global Information Technology, Global Sourcing and Procurement, Business Continuity Planning, Finance, Legal in New York Office

Key External contacts

• Real Estate Professionals (brokers, architects, contractors, project managers)
• Insurance Brokers

KNOWLEDGE AND SKILLS

Qualifications/Education Required:

• College graduate
• Background in corporate real estate, architecture or design preferred

Experience Required:

• 3-5 years’ experience in real estate services
• Experience with financial planning and costs tracking preferred
• Experience with project management preferred

Competencies Required:

• Microsoft Office Package, with high proficiency in Excel and PowerPoint
• Knowledge of AutoCAD preferred

Skills & Knowledge Requirements:

• Knowledge of commercial real estate industry.
• Reporting, communication and presentation skills.

Technical expertise:

• Good sense of interior design desirable
• Ability to read & understand architectural & MEP drawings preferred