Real State & Facilities Specialist (86519)

About the Role

The Real Estate & Facilities Specialist supports the Director, Facilities & Real Estate in managing Inter-Con's national (U.S.) portfolio of 75+ locations. This role is hands-on and execution-focused, handling lease administration, expense processing, tenant improvements, and the operational setup of new offices.

Responsibilities

• Administer day-to-day lease activity across the portfolio: rent payments, CAM invoices, renewal tracking, and critical-date monitoring.
• Process and reconcile facilities-related expenses and payments, ensuring accuracy and timely resolution of discrepancies.
• Serve as first point of contact for landlord inquiries; escalate complex issues to the Director as needed.
• Review and validate CAM charges and reconciliations against lease terms; flag and resolve discrepancies with landlords.
• Support tenant improvement projects: coordinate with contractors, vendors, and landlords; track budgets, timelines, and punch lists.
• Lead the operational setup of new locations, including furniture selection and installation, utility account setup and activation, and key card/access control provisioning.
• Schedule and coordinate on-demand labor (e.g., TaskRabbit-style providers) for site tasks nationwide: scope the work, estimate labor hours and costs, and negotiate provider rates.
• Support identification and evaluation of new office locations, including market research, site visits, and preliminary broker coordination.
• Maintain accurate, up-to-date records for all leases, contacts, certificates of insurance, and vendor agreements.
• Coordinate with internal stakeholders (IT, Security, HR) to ensure new and existing locations are fully operational.
• Track and report facilities and real estate spend against budget; assist in preparing reporting for the Director and VP.
• Travel to U.S. sites to support new location launches, TI walkthroughs, and landlord/property visits.

Qualifications

• Bachelor's degree in Business, Real Estate, Facilities Management, or related field; equivalent experience considered.
• 3–5+ years of experience in facilities management, lease administration, property management, or related fields.
• Business-level English proficiency (written and verbal) required; role involves daily coordination with U.S. landlords, vendors, and internal teams.
• Experience handling CAM reconciliations, landlord communications, and facilities-related invoices/payments.
• Hands-on experience coordinating office buildouts or move-ins (furniture, utilities, access control) is strongly preferred.
• Experience scheduling on-demand or gig labor (e.g., TaskRabbit-style providers) for site tasks, including estimating labor effort and negotiating rates, is preferred.
• Strong organizational skills with the ability to manage multiple locations and projects simultaneously.
• Comfortable working with spreadsheets and lease administration or facilities management software.
• Experience supporting nationwide vending services and IT contracts (procurement, coordination, or administration) a plus.
• Strong written and verbal communication skills for landlord, vendor, and internal stakeholder coordination.
• Security industry or multi-site services industry experience a plus.