We are seeking a Real Estate Project Coordinator who will play a key role in lease and build out-related logistics for an extensive portfolio of 70+ offices. You are a critical liaison to the Real Estate and Workplace Strategy & Design teams, ensuring coordination on projects and overseeing joint communication materials. You will also be responsible for key lease administration and rent budgeting tasks that are vital for the Real Estate team’s work.
You will ensure that critical lease-related information is properly inputted into a cloud-based Lease Administration system, Workday and Box making it fully accessible, so that critical information including rent increases, milestone dates and TFA obligations are available to all stakeholders. This will ensure audit compliance and effective portfolio oversight. You will also oversee the full income side of the rent budget, which includes a growing number of space sharers and partners.
To be successful in this role, you’ll thrive at working with a diverse set of regional and national stakeholders while drawing on your working understanding of both real estate and office design. You will interface with partners in our 51 regions to make sure they are fully supported as they move through our team’s process, and you will also interface with our partners across other National teams, such as Finance, Insurance and Legal Affairs, for whom our work provides critical inputs.
You will report directly to the Senior Managing Director of Real Estate. You will also work closely with the Senior Managing Director, Workplace Strategy & Design and well as the Managing Director of Real Estate and the Director of Lease Administrations to execute national office goals and objectives.
Internally, this role is called Associate, Real Estate.
Real Estate and Workplace Strategy and Design (RE/WSD) Project Support (35%)
- Oversees portfolio-wide reporting, tracking critical dates and transaction status, and uses that information to manage RE/WSD project calendars establishing target kick-off dates and project look-aheads
- Manages weekly RE/WSD team meetings to track progress to goals, and ensure project teams are fully coordinated
- Manages RE/WSD communication tools including Power Point presentations, TFA Hub resources and correspondence (TFAHub, Slack, etc.), as well as creation of new communication tools
- Supports the Capital Expense budgeting process, including managing communications with regions and creating internal tracking documents
Real Estate Lease and Rent Administration (50%)
- Manages the setup and maintenance of accurate lease and rent expense files and records in electronic, hard copy and web-based storage systems, which includes reconciling security deposits, and abstracting of real estate leases into Lease Harbor
- Supports portfolio-wide rent roll as a second review between Workday and Lease Harbor, in order to ensure that all payments are processed accurately and to ensure compliance with leases
- Leads a monthly meeting between Real Estate, Finance and Workplace Operations to review sublease and space sharing income payments, including setting and managing agenda, updating action items and tracking progress
- Oversees all inputting and tracking of sublease and space sharing income into two systems, Workday and Lease Harbor, as well as reconciliation of outstanding payments. Creates and submits all sublease and space sharing invoices on a monthly basis, totaling ~$2.7M annually.
- Leads forecasting of the income side of the occupancy budget
National Team Partnership (15%)
- Represents the Admin team in the T&O Communications Working Group to explore ways to coordinate communications across the T&O Portfolio. Collates team’s feedback and responsible for assembling all deliverables.
- Represents RE team in Workday working groups to work to enhance Workday’s functionality for RE team rent role process, interfacing with IT, Procurement and real estate teams
- 2-4 years of real estate or office design management experience
- Ability to read and abstract leases
- Ability to create and update budgets
- Project Management skills including:
- Excellent organization skills and attention to detail
- Making informed and timely decisions, and using sound judgment to prioritize actions
- Ability to work independently and effectively in a fast-paced, deadline-driven environment, and to juggle several projects at once with a spirit of flexibility and positive outlook
- Ability to build internal and external relationships and networks in order to achieve results
- Writing and communicating verbally in an effective and compelling manner
- Strong knowledge of Microsoft Office Suite, particularly Microsoft Outlook, Excel and PowerPoint
- Strong customer service ethic
- Exemplifies each of Teach For America's core values
Work Demands
- Limited travel may be required (1-2 times per year)