Real Estate Admin

•Prior professional administrative experience, ideally with exposure to lease documentation, property management tasks or real estate related processes
•High School Diploma (Bachelor’s degree preferred)
•Strong ability to read and interpret real estate contracts, including all related lease documents.
•Detail-oriented, analytical, and proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
•Excellent organizational skills with the ability to multi-task, prioritize, and maintain a big-picture perspective.
•Proven track record of delivering exceptional internal and external customer service.
•Outstanding communication skills, both verbal and written.
•Fluency in English.

It would be preferred:

•Bachelor’s degree in a relevant field.
•Experience with real estate database software programs.
•Additional language skills: German, French, or Spanish.
•Familiarity with CoStar for real estate portfolio management.

Skills:

•Vendor Performance Management
•Work Order Management
•Building and Managing Teams
•Negotiation
•Supervisory Leadership
•Contractor Management
•Project Management

Education:

•A bachelor’s or master’s degree in Real Estate, Property Management, Finance or related field

The activities listed below are not exhaustive; they represent the typical responsibilities associated with this position:

•Manage and maintain contract documentation, including abstracting key terms, updating the Real Estate database, tracking critical dates, and organising files to ensure timely follow‑ups and stakeholder awareness of upcoming deadlines and required action.
•Support the preparation, review, and distribution of contracts and related documents, ensuring all materials are complete and ready for execution
•Ensure compliance with all contract provisions, including certificates of insurance, commencement exhibits, security deposits, operating expenses, etc.
•Maintain an ongoing audit schedule for all contracts within the portfolio, ensuring records are accurate and up to date
•Monitor and track tenant improvement allowances, ensuring administration aligns with lease guidelines.
•Participate in due diligence processes related to lease documents for acquisitions and dispositions.
•Prepare, update, and organise key portfolio reporting, including data for budgeting, market surveys, occupancy reports/rent rolls, lease expiration reports, rollover reports, space availability reports, stacking plans, and other portfolio-related reports as required.
•Review rental increases and issue necessary notices to Treasury, FP&A, and/or Accounts Payable.
•Coordinate monthly Accounts Payable meetings to track rent and cost payments, follow up on outstanding items, and request vendor documentation when required
•Coordinate monthly accounting meetings to confirm accruals and budget vs. actual performance are on track.
•Perform all other duties associated with the day-to-day management of a commercial real estate portfolio.
•Maintain accurate records of contractual securities such as deposits, bank guarantees and, parental guarantees ensuring proper collection and documentation at the end of each the contractual period
•Flexible working hours and the option to work from home.
•Extensive induction program with experienced mentors and buddies.
•Opportunities for further development and educational opportunities.
•Global Family Leave Policy.
•Employee Assistance Program.
•Internal inclusion & diversity employee networks.

Colt provides network, voice and data centre services to thousands of businesses around the world, allowing them to focus on delivering their business goals instead of the underlying infrastructure.

As a Real Estate Specialist you will be supporting a commercial real estate portfolio requires precision, compliance, and proactive oversight. This role ensures that all lease agreements and related contracts are accurately maintained, critical dates are tracked, and financial obligations are met on time. By providing structured processes for audits, reporting, and stakeholder communication, this position safeguards contractual compliance, minimizes risk, and supports informed decision-making. Ultimately, it enables the business to optimize its real estate assets, control costs, and maintain strong relationships with landlords and vendors.