Portfolio Coordinator

Sterling Management, LLC Job Description

Job Title: Portfolio Coordinator
Reports To: Portfolio Manager Commercial
Direct Reports: N/A
Classification: Hourly (Non-Exempt)
Last Updated: 12/6/2021

Job Purpose:

The Portfolio Manager Coordinator is a key administrative role assisting the Capital Assets team in managing multiple projects through the entire construction project lifestyle to ensure they run smoothly and are completed efficiently and effectively. This role will work directly with the Portfolio Managers along with other key internal and external stakeholders. This role will support the team by maintaining various aspects of projects through administrative, project support and vendor management tasks. The Portfolio Manager Coordinator will also be responsible for other project-related duties and administrative functions, as assigned.

At Sterling, all of our team members significantly contribute to our company’s vision of being the most reliable, well-managed and transparent REIT management firm in the United States. Our mission is to provide low-risk and income-producing real estate investment opportunities to our investors. Ultimately, Sterling exists to serve investors by providing solid and consistent returns. The Portfolio Manager Coordinator role strengthens our Company’s mission and vision as an individual contributor supporting the Executive Leadership Team.

Core Performance Responsibilities:

Financial Operations:

• Contribute to the overall financial operations of the company by ensuring the role is conducted in alignment with the values: Respect, Excellence, Integrity, Transparency and Stewardship.
• Review accounts receivables to identify any delinquent accounts.
• Assist in budget reviews.
• Track tenant financial statement requests.

Business Function Operations:

• Input data in Yardi such as leases, asset tracking and other items.
• Create and maintain detailed, up‐to‐date, and accurate records of all aspects of each construction project which may include sorting reports, contracts, invoices, and financial files for quick and easy access and future reference.
• File administration and management for portfolio and development projects; maintain contracts and other relevant portfolio project documents in project software system and generate reports as needed.
• Assist the team on building security measures such as setting up camera, fobs and other items.
• Organize and coordinate tenant workorders, set schedule with building engineer on Portfolio Management functions.
• Assist in any acquisition/disposition efforts such as transferring utilities, various portfolio management or broker contracts.
• Support communication and scheduling of portfolio projects as needed.
• Identify areas for operating inefficiencies or build scale.
• Track, monitor and recommend NNN third party inspections.
• Track critical insurance, contracts, tenant, retail sales dates.
• Assist with building decorations, organizing luncheons, holidays and etc.

Leadership:

• Be responsible and accountable for your actions and reactions.
• Understand and engage in trainings, projects and processes aligned to this role and any organization-wide required trainings within the defined timelines.
• Work side by side along with leadership and support teams as appropriate.
• Incorporate learnings from fellow team members into your personal growth and development.
• Serve as a mentor to help in the growth and development of fellow team members.
• Create goals, processes, and habits to succeed in your personal growth and development.
• Cultivate a culture of diversity and inclusion for our team members by:
• Ensuring compliance with all SEC laws and regulations as well as government programs.
• Ensuring decisions made and work completed represent our company values.
• Develop and grow your self-awareness around your beliefs and behaviors.
• Communicate professionally and effectively with fellow team members through active listening to understand.
• Know as many team members by name and face as possible, using their name as much as possible.
• Participate in community initiatives and organizations.

• Understand and follow all OSHA and our company safety standards for work you perform.

Complete special projects and other duties as assigned.

Essential Job Requirements and Functions:

Experience, Education and Licensure

• High School Diploma or GED required.
• Three or more years of administration and organizational experience preferred.
• Experience and knowledge of Yardi Property Management software preferred.
• Ability to create, understand, and implement a budget.
• Ability to multi-task, prioritize responsibilities, manage time, as well as possess an orientation toward details.
• Strong interpersonal and communication skills with ability to relate and address issues with a diverse group of people.
• Proficiency in Microsoft Suite including SharePoint, Word, Outlook and Excel is preferred.
• Proficiency of the English language in reading, writing and verbal communication.

Physical Demands

• While performing the duties of this job, the team member is required to stand; walk; sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; lift or move up to 25 pounds, and speak clearly and hear well.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

• Must be willing to work extended hours in a demanding and sometimes stressful environment. Evening and weekend work is required at times, most often at the beginning and end of each month due to business operational cycle.

• While performing the duties of this job, may be periodically required to work outside, and may be exposed to cold, rain, wind, and other weather conditions customary to their location.
• Must be adaptable and able to work within a constantly changing work environment.
• Prompt and regular attendance required.
• The noise level in the work environment is usually moderate.
• Occasional travel to various sites and/or locations required.

Duties described above are not intended to be a comprehensive list of all activities, duties, and responsibilities required. Team members may be asked to perform other duties as required. Duties, responsibilities, and activities may change at any time with or without notice.

All offers of employment are conditional, based on the successful completion of the pre-employment process which includes a criminal background check.

The above job description does not constitute a contract of employment or a contract between Sterling and any of its team members. Employment at Sterling Management, LLC., is at-will, which means that either the team member or Sterling may end the employment relationship at any time, for any lawful reason, with or without cause, and with or without notice.

Sterling Management, LLC., is an equal employment opportunity employer.

Job Type: Full-time

Schedule:

• 8 hour shift

Work Location: One location