Job Title
Assistant Manager
Job Description Summary
The Assistant Manager will support the Lease Administration Manager in overseeing the accurate management of lease agreements, ensuring compliance, and maintaining data integrity. This role involves coordinating lease data updates, performing quality reviews, assisting with the abstraction of lease documents and report preparation. Additionally, the Assistant Manager will act as deputy, providing additional leadership support to ensure the team operates efficiently and consistently adheres to industry standards.
Job Description
Principal Responsibilities
- Act as a point of contact for the team in the Manager's absence, addressing immediate concerns or escalating issues as needed.
- Assist the Lease Administration Manager in planning, organizing, and prioritizing lease administration tasks and projects. Ensure timely and accurate completion of tasks.
- Assist in implementing and monitoring compliance initiatives related to lease agreements and documentation.
- Support training and onboarding of new team members, ensuring they understand processes and standards.
- Maintain the database by updating records when a lease or sublease is amended, a new location is added, a lease expires or is terminated, or an owned property is purchased or sold.
- Extract pertinent and critical data for Real Estate Lease documents and input data into client specific database. Extracted information will align with protocol of standards established for client.
- Support the Manager in conducting routine audits to ensure data accuracy and process adherence to global lease admin standards.
- Timely and accurate delivery of all standard and ad hoc reporting.
- Reviews business terms of Estoppel Certificates, SNDA Agreements to ensure business terms are accurately reflected. Assist client to coordinate legal review and final execution for timely submission to Landlord.
Lease Abstraction
- Extract of all contracts falling under C&W abstraction scope. Coordinate the abstraction of new leases, subleases and amendments based on the abstraction template currently in place and being utilized by Client’s contracted partner; includes quality review and upload of documents to Client’s System including the quality review checklist.
- Assist the Manager in coordinating with stakeholders to resolve discrepancies and ensure accurate data capture.
Data Management
- Track, monitor, update and report on all critical dates.
- Provide system generated monthly reports from database in accordance with Client’s reporting calendar, including portfolio and project reports, and other agreed upon portfolio reporting. Provide ad hoc reports to Client as requested.
- May work closely with Estate Managers/Transaction Manager/RE Managers to ensure/confirm data accuracy.
- Participation in Client meetings; lead regular lease administration status meetings and conference calls as required.
Other Responsibilities
- Provide support in strategy development, continuous improvement efforts, and the implementation of data integrity enhancement initiatives.
- Participate in root cause analysis and mistake-proofing initiatives.
- Ad hoc report preparation.
Key Skills and Capabilities
- Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Exceptional attention to detail and accuracy in handling data.
- Experience in supporting managers and coordinating team activities.
- Ability to work independently and within a team to build relationships and interact effectively.
- Critical and analytical thinking skills are key to success.
- Solid understanding of financial principles related to leasing.
- Ability to perform well under pressure, managing competing agenda.
- Ability to manage multiple tasks and meet deadlines.
- Ability to solve advanced problems and deal with a variety of options in complex situation.
Professional Experiences
- Bachelor’s degree required.
- Minimum of 7 years of work experience. Experience in data administration, real estate, data analysis will be an advantage.
- At least 2 years of experience supervising a small team providing guidance and training to ensure productivity and accuracy.
- Prior experience in transaction management, property management, or lease administration is preferred.
- Proficiency in lease management systems and database tools.
- Highly proficient in MS Office tools.
- Excellent written and verbal communication skills for collaboration with team members and stakeholders.
- Excellent presentation skills.
- Strong relationship management and interpersonal skills. Must be able to engage others effectively in a matrix organization environment – up, down, laterally, and through.
INCO: “Cushman & Wakefield”