Lead Facilities Coordinator, Warsaw
Entry (0-2 years), Middle (2-5 years), Senior (5-10 years), Executive (>10 years)
This job is inactive, but you can still send your resume to the company
Responsible for updating and the maintenance of the Lease Harbor / harbor Flex which details all MG property holdings. * To maintain accurate information for Management in respect of running costs of all occupied offices. The Lease Administrator is directly responsible for the data maintenance and accurate and timely entry of Lease information by adding and updating leases on to the Company's lease portal; this would include creating records for new properties and updating records of existing. * Update lease data to include running costs such as rent, rates, service charges, utilities costs raising any queries, so that a true and accurate cost of occupied offices can be captured. * Work with Retail side of the Business to update lease details on own store portfolio * Liaising with wider audience regarding contents of leases to ensure the capture of accurate & timely information * Producing and checking daily audit reports of changes to the system * Responding to property queries from across the business * Maintain database and manual files. *Main responsibilities:* * Accurately abstracts and enters all pertinent lease data into lease portal system to enable accurate accounting system and reporting tool, Abstraction would also include address book records, lease records, unit records, recurring charges, option information and lease clauses within the designated time frame. * Liaising with GRE and or wider team, regarding contents of leases / deeds to ensure the capture of accurate & timely information * Review the lease data in multiple applications for consistency and reporting. * Produce reports as needed based on data in accounting system and use of Microsoft Excel. As well as various monthly reports; ice critical date report and manage the process for updating the system. * Generation of monthly rent roll and verification that amounts reflect lease requirements and forecast. Using Oracle, update lease financial data to include general running costs such as rent, rates, service charges, utilities costs raising any queries, so that a true and accurate cost of occupied offices can be captured. * Maintaining and updating service charge budgetary records and reports. Monitoring budget variances via property management systems and reporting to the relevant GRE Property Manager. * Support in preparing annual costs reconciliation * Act as first point of contact for GRE group for completing new supplier forms set-ups as well as support to Group for the Preparation and issuing PO's for International Locations Support the GRE department as and where required. * Responsible for updating the Lease Harbour / harbour Flex which details all MG property holdings, this would include creating records for new properties and updating records of existing properties * Liaising with wider audience regarding contents of leases to ensure the capture of accurate & timely information * Checking daily audit reports of changes to the system * Maintain accurate information for Management in respect of running costs of all occupied offices * Issue of monthly critical date reports and update responses * Liaise with Accountants for provision of cost data and update accordingly * Calculation / Projections for budgets for portfolio of property for forecast and budget input * Generating reports on both rent and service charge payments and track costs raising any high or low payments and comparisons to previous years * Produce monthly 'Capacity/Occupancy' report * 5 years of work experience in the commercial real estate field * Previous experience real estate/commercial lease abstracting required. * Must be detail oriented and have strong analytical and technical skills * Excellent oral and written communication skills are required as is the ability to interact with company personnel at all levels. * Preferred familiarity with database applications software such as Harbour Flex / Oracle Experience in Excel essential * English - intermediate both written and spoken; Polish - native/fluent * Accuracy and strong communication skills * Intermediate to Advanced Excel skills - spreadsheets/charts/reports Good IT skills (Word, Excel, MS Outlook). * Ability to work unsupervised and using their own initiative and work with minimal supervision *LI-AS1
Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit.