Role Description: 

Our Client is an international consultancy and construction company that has delivered world class projects since 1990. They now employ over 6,000 people across North America, Europe, Middle East, North Africa, Sub-Saharan Africa, India and Asia Pacific.

Offering a complete facilities management service for companies, our Client operates as a consultancy, managing agent or principal contractor, with a client base that includes global brands in over 30 countries.

The Opportunity

As Real Estate Administrator you will support the real estate (RE) team in the coordination of real estate transactions and projects. You are the point person and interface for real estate stakeholders of the client’s portfolio in Europe and their outside service providers. You will also assist in the coordination of medium sized projects. 

Your responsibilities will include:

• Supporting the regional RE team in coordinating data and document flows related to the relevant RE processes, also across functions and with outsourced providers (brokers, tenants, landlords, facility suppliers)
• Managing planned preventative and reactive maintenance with subcontractors to ensure the service provided is in line with full statutory compliance
• Coordinating effective communication with stakeholders and your keen attention to detail are vital to successfully manage underlying processes and accurately report findings to the client's country leads
• Managing the real estate property, transaction and project data and supporting in document flow
• Coordinate internally and with real estate service providers, to ensure the accuracy and completeness of data input into the real estate database, acting on corrections through appropriate stakeholders
• Ensuring that mandatory documents and processes are being followed (e.g. assignment letters, NPS surveys, @investors, etc.)
• Supporting the managing agent team to manage and coordinate small and medium sized project like moves, office refurbishments, events and renovations
• Supporting the RE team, specifically the real estate market leads, in program managing the transactions and projects
• Creating a feasible timeline based on the magnitude of the project, in coordination with the respective stakeholders
• Assisting the client's procurement with RFS, RFP and assist in approval process of engagement forms for a new real estate transaction or projects
• Achieving operational objectives by preparing and initiating weekly portfolio calls with market leads, highlight risks or issues and continuously monitor deliverables to ensure project is on track
• Requesting market info from real estate service providers
• Supporting regional head of real estate in the preparation of monthly and quarterly reports
• Coordinating legal documents - working with lease admin and local financial control to insure all legal documents are in the lease administrative system. Monitoring and managing the chopping of documents
• Managing the real estate appraisal process
• Sending the engagement surveys to the stakeholders, project reports, end of project surveys and upload all documents in Planon
• Monitoring the financial processes for transactions and projects
• Providing administrative tasks like PO creation, invoices and payment processes with procurement and finance teams and keeping data up to date in Planon
• Understanding of the general real estate processes, value chain and the company’s goals, in order to support the real estate country leads effectively and pro-actively
• Being a supportive strength in the managing agent team to help the real estate team manage their real estate portfolio according to strategic goals
• Supporting the business by managing incoming project requests in a structured way and be able to coordinate with stakeholders and suppliers to strive for optimal service delivery of these projects