Property Coordinator

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Job description

Job Description

Provides a single point of contact for all facility real estate related services required by CSL Plasma, (CSL) acting as liaison between customers and service providers to ensure timely high quality services. Maintains Lease Portfolio and abstracts; to include but not limited to prompt handling of all Leases, Amendments, Legal Documents, invoices and correspondence for review and confirmation of accurate data entry of lease terms and financial obligations. Prompt resolution of all customer and property issues. Understands, aligns and helps execute corporate goals and objectives. Provides assistance to the Senior Manager, Real Estate Assets in the management of all US Plasma facilities.

1 Administration of all lease related documents within company systems. Timely and accurately enters all legal documents into legal compliance software for legal review and approval. Monitors actions to provide timely routing of legal documents through the eSignature process and/or wet signature process. Final review of all documents to confirm properly executed and notarized, when applicable. Maintains real estate leases and legal document data in company Real Estate Management database and company shared drives. Ensures timely and accurate entry of all data. Requests Tenant Improvement allowance funds. Monitors Landlord Tenant Improvement obligations, coordinates with Engineering Services staff to obtain documents and arranges timely Landlord payment of Tenant Improvement Reimbursements. Ensures all correspondence and documents are sent via appropriate methods to ensure accurate tracking of delivery.

2 Creates and maintains physical Lease files, notices, correspondence, payment history and legal documents. Ensures that correspondence including estoppel certificates, Lease and Amendments, certificate of insurance, change of ownership and other legal documents are filed in the appropriate lease files and properly maintained and updated as required.

3 Researches and reconciles Common Area Maintenance (CAM) escalations/adjustments being billed by the Landlord. Ensures all Landlords submit annual CAM reconciliations timely and send reminders where necessary to ensure all Landlords are in compliance. Ensures CAM reconciliations and all financial obligations are in compliance and accuracy in leasehold obligations. Challenges and resolves any billing discrepancies with the Landlord in a timely manner. Tracks and monitors real estate tax bills to confirm tax payments are processed and paid timely. These actions support maximum discount to the CSL organization.

4 Ensures all financial obligations are met and landlords are paid accurately and timely per leasehold obligations. Ensures all payment data and forms are completed accurately. Ensures all invoices are processed and paid accurately and timely. Notifies, communicates and follows up with Finance of updated lease obligations to ensure accurate and timely payments.

5 Prepares spreadsheets/reports on lease related special projects as required by Management. Researches leases for requested and appropriate sections, interprets the data in a spreadsheet for plasma centers. Redacts lease information, as requested.

6 Addresses with landlord facility issues (roof leaks, a/c problems, structural issues, sewer problems, parking lot issues, refrigeration leaks etc.). Processes and coordinates facility issues and complaints via phones and e-mail (to maintain documentation for follow up on leasehold liabilities) from Plasma Centers and Landlords. Reviews lease for Landlord and CSL obligations, communicating findings to Manager, for appropriate direction to proceed. Communicates with Landlord if it is Landlord's responsibility and with Plasma Center if it is CSL's responsibility. Follows-up until the problem is resolved to customer satisfaction. Escalates issues as necessary and appropriate.

7 Requests and processes all certificate of liability insurance requirements for new and existing Leases on an annual basis. Communicates with Insurance company, in writing, regarding Landlord requests for certificate of liability insurance requests, follows up with insurance company to ensure that a certificate has been mailed to the landlord. Provides landlords with updated certificate of insurance (COI) via electronic communication to all new lease landlords and to existing landlords annually.

8 Assists in coordinating legal documents (Estoppel Certificates, Non-Disturbance and Subordination Agreements, Lease Amendments, Renewal Agreements, etc.) between Attorneys and Senior Manager, Real Estate Assets. Any revisions made by Attorneys of either party on legal documents are sent to the appropriate party for review until resolution.

9 Assists as required in Project Management and Construction of Plasma Centers. Schedules pre-bid meetings, establishes new facility utility accounts, reports pertinent lease data to Project Engineers and consultants, filing appropriate documents on shared drives, as directed.

10 Other job-related duties as assigned.

Education

High school diploma or equivalent, with relevant work experience required. Associates Degree and Real Estate License as well as Advanced certification in continuing education program(s) such as Real Property Administrator (RPA), Facilities Management Administrator (FMA), Certified Property Manager (CPM), etc. preferred

Experience

Three years' experience in commercial real estate lease administration and property management

Additional Comments

• Excellent organizational analytical and follow-up skills are essential

• Able to analyze and evaluate lease data

• Must have knowledge of Property Operations and Property Accounting

• Must communicate (verbal and written) effectively with internal and external customers

• Attention to detail is necessary

• Must be creative with a strong customer service orientation

• Computer literate with working knowledge of CoStar Real Estate Manager Software, MS Word and MS Excel

• Able to manage multiple projects, co-ordinate with multiple individuals and departments to achieve organizational goals

• Must be flexible and able to change assignments at short notice

Working Conditions

(physical & mental requirements)

• Ability to make decisions which have a significant impact on the department's credibility, operations and services

• Ability to compose materials such as detailed reports, work-related manuals, publications to limited scope or impact, etc. and/or to make presentations outside the immediate work area

• Overnight travel required up to 10% of the time

• Fast paced environment with frequent interruptions

Note: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability, veteran status, national origin or other legally protected classifications.

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About Us

Our Benefits

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About CSL Plasma

CSL Plasma is one of the world's largest collectors of human plasma. Our work helps to ensure that people with rare and serious diseases are able to live normal, healthy lives. We are committed to our work because lives depend on us. Learn more about CSL Plasma .

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As a global organisation with employees in 35+ countries, CSL embraces diversity, equity and inclusion. Learn more about Diversity, Equity & Inclusion at CSL.

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