Manager, Real Estate Portfolio Administration

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Job Details:
The (REMOTE) Manager of Real Estate Portfolio Administration is responsible for coordinating and administering key lease and portfolio activities across Mattress Firm's retail real estate portfolio. This role owns the Company's lease critical date management process, facilitates leadership review of upcoming lease decisions, documents and communicates approved actions, and ensures portfolio initiatives are executed effectively across the organization. The Manager serves as the central coordination point between Real Estate and cross-functional partners, supporting renewals, closures, relocations, expansions, and other portfolio actions. This position plays a critical role in maintaining portfolio visibility, ensuring contractual deadlines are met, and driving disciplined execution of approved real estate decisions.
Essential Responsibilities
Own and maintain the Company's retail lease critical date management process, ensuring lease expirations, option notices, termination rights, and other key milestones are accurately tracked and managed.
Coordinate the weekly lease decision review process, including agenda development, consolidation of transaction recommendations, preparation of supporting materials, and creation of leadership presentations.
Document leadership decisions, action items, and outstanding issues, maintaining accurate portfolio records and ensuring approved actions are reflected across all trackers and reporting tools.
Communicate approved lease and portfolio decisions to cross-functional stakeholders and drive follow-through on required actions.
Manage the store closure process from approval through execution, including timeline management, stakeholder coordination, risk identification, and status reporting.
Track and monitor portfolio actions to ensure timely execution of renewals, closures, relocations, expansions, and other approved real estate initiatives.
Prepare recurring portfolio reports, dashboards, presentations, and updates for Real Estate leadership.
Reconcile lease information, transaction activity, and portfolio data to maintain accuracy across systems and reporting.
Develop and improve processes, tools, and documentation that enhance portfolio administration, decision management, and cross-functional execution.
Support special projects and additional real estate initiatives as assigned.
Complete all required training modules and certifications prior to the due date.
Ensure all safety policies and procedures are followed for a safe work environment for all.
Communicate professionally with all internal and external contacts.
Follow all Company policies and execute Company standards on appearance and functionality as well as appropriate brand representation.
Communicate any concerns or issues to leadership to ensure proper efficiency of department and Company operations.
Execute team member performance improvement plans, progressively discipline and terminations when appropriate per Company policy.
Non-Essential Responsibilities
Support strategic initiatives, portfolio reviews, and special projects as requested.
Assist with testing and implementation of new systems, reporting tools, and workflow solutions.
Develop process documentation, templates, and training materials.
Research and compile portfolio, lease, and transaction history as needed.
Recommend opportunities to improve operational efficiency and team effectiveness.
May have opportunities to support real estate transactions, including location sourcing, LOI preparation, lease negotiations, renewal discussions, and coordination with landlords, brokers, and legal counsel.
Update job knowledge by participating in educational opportunities
Enhance department and organization reputation by accepting ownership for accomplishing new and different requests; explores opportunities to add value to job accomplishments.
Education
Bachelor's Degree in Business, Real Estate, Finance, Operations, Project Management, or related field preferred.
Equivalent combination of education and relevant experience may be considered.
Professional Experience
3+ years of experience in Commercial Real Estate, Lease Administration, Portfolio Administration, project management, transaction management, or related field.
Experience supporting a large multi-unit retail portfolio preferred.
Experience supporting lease renewals, closures, relocations, dispositions, or portfolio initiatives preferred.
Experience coordinating projects and managing multiple stakeholders across functions.
Experience maintaining databases, trackers, reporting tools, or contract administration systems.
Experience preparing executive presentations and recurring management reporting.
Skills List
Advanced Microsoft Excel and PowerPoint proficiency.
Exceptional organizational and project management skills.
Strong attention to detail and ability to manage multiple competing priorities.
Ability to coordinate complex workflows involving multiple stakeholders and deadlines.
Strong written and verbal communication skills.
Strong meeting facilitation, documentation, and follow-up skills.
Ability to synthesize large amounts of information into concise, actionable updates.
Strong problem-solving and process-improvement mindset.
Ability to work independently a