Transition Manager

This is a fully remote position, open to applicants in Florida, +1 more state.

📋 Description

• Oversee the management of multiple projects simultaneously.

• Monitor and ensure the project team adheres to the defined scope, schedule, and budget during transitions.

• Confident in leading teams and knowledgeable about recognized hiring and employment practices.

• Implement quality control measures within the database to detect errors and inconsistencies throughout the onboarding process.

• Capable of creating, modifying, and generating reports in most Lease Administration databases.

• Mentor junior transition resources on essential responsibilities.

• Analyze and interpret complex commercial lease terminology while paying close attention to detail.

• Supervise the lease abstraction, translation, and quality control process for transition projects.

• Maintain up-to-date templates and develop account processes, procedures, and playbooks, including a RACI chart.

• Ensure timely and accurate abstraction or input of all rental obligations associated with leases and other critical lease information during the onboarding phase.

• Comprehend client business objectives, real estate portfolio strategies, and service expectations.

• Maintain a comprehensive understanding of client agreements for team accounts, encompassing the scope of work, fee structure, billing frequency, and payee details.

• Verify that this information is correctly entered into WorkTrac.

• Program manage the delivery of transitions, including project timelines and Gantt charts, risk mitigation strategies, action tracking, meeting agendas, and minutes.

• Conduct regular meetings and reviews with clients.

• Collaborate with the assigned lease administration team to establish robust client governance programs, including reporting cadence, communication methods, and business reviews during transitions.

• Emphasize strong service delivery and maintain robust client relationships.

• Handle client escalations and ensure prompt resolution of issues during transitions.

• Supervise and ensure that the global team is delivering services effectively.

• Assist in the development of RFIs and RFP responses, including pricing and presentation materials.

• Participate in presentations to potential or existing clients for new business opportunities.

• Delegate database management tasks to global team members effectively.

• Establish weekly calls and ongoing internal communication schedules with global lease administration account team members to review progress, address outstanding issues, and determine necessary actions.

• Prepare and deliver impactful communications with a professional demeanor.

• Cultivate effective communication and maintain a professional presence, actively engaging with all team members to foster a collaborative environment.

• Possess a general understanding of AI technology and a willingness to adapt to technological advancements.

• Supervise the abstraction or input of rental obligations linked to leases and other vital lease information per client abstraction standards for designated transition accounts.

• Provide final quality control for the abstraction process as required for assigned transition accounts.

• Exhibit working knowledge of Colliers360, dashboards, WorkTrac, and similar tools.

• Oversee data migration from legacy systems to target systems, including data mapping and ETL processes or reconciliation between tools.

• Provide training on lease administration systems and dashboards.

• Ability to review recovery clauses, establish recovery pools, calculate actual recovery expenses for each tenant, and examine caps, base years, and non-standard exclusions.

• Develop preliminary monthly rental payment schedules.

• Assist in monitoring, reviewing, and approving all Rent, CAM, Operating Expense, Tax, and Insurance payments to Landlords, ensuring the accuracy of all charges through lease review.

• Evaluate and validate Consumer Price Index adjustments as specified in legal documents.

• Maintain file systems, ensuring the data integrity of initial information uploaded to the database application used for tracking all Tenant and Lease-related data during the setup of a new account during transition.

• Keep client transition financial forecasts for internal tracking and budgeting.

• Confirm and authorize monthly client billing.

• Ensure that all pass-through expenses are billed in accordance with contracts and internal processes for transitions.

• Monitor accounts receivable for assigned clients and escalate issues to the appropriate parties.

• Provide regular status updates to internal management.

• Possess knowledge of Lease Administration scope of services, master service agreements, and intercompany contractual reviews and developments in collaboration with Colliers legal, risk, and security teams.

• Create and maintain a tracking system for team workloads and assignments, offering refreshed gearing annually.

• Assess and validate team allocations and alignment with the contractual scope of work and clients' expectations.

• Manage team workloads to ensure an equitable distribution of tasks.

• Develop a roadmap to streamline and enhance the delivery of transition programs.

• Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnerships with Technology, and Global COE Partnerships.

• Conduct post-transition Lessons Learned sessions to inform and implement process improvements for future transitions.

• Other duties as assigned.

⛳️ Requirements

• Preferred Bachelor’s degree in business, accounting, real estate, or a related field.

• Candidates should possess a minimum of 10 years of relevant experience in the commercial real estate lease administration sector and/or accounting and property management, having worked in either (or both) the Landlord or Tenant sector.

• Proficient in multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management systems at an intermediate to expert level.

• Proven experience working on multi-line global accounts with 1,000+ leases and global account management structures.

• Intermediate proficiency in Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).

• Comprehensive knowledge of FASB/IFRS accounting rules and general accounting principles is preferred.

• Must demonstrate effectiveness and a successful history of independent work, preferably in a remote setting, combined with strong time management skills.

🏝️ Benefits

• Employees and their families are offered options for employer-subsidized medical benefits, including RX, dental, vision, as well as employer-paid basic life/AD&D insurance and short-term/long-term disability.

• Employees can enroll in our company’s 401k plan, which features an employer match.

• Employees will receive 10 days of sick leave and a minimum of 15 days of vacation each year.

• Certain senior-level positions qualify for unlimited time off.

• Employees will also benefit from 10 paid holidays and two personal flex days throughout the year.

• Twelve weeks of paid parental leave for birth parents and four weeks for non-birth parents, including adoptive and foster parents, will be available after successfully completing 90 days of employment.