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Documentation Specialist

North Chicago, Illinois | Professional/Business Services
Job ID: 72975
Listed on 7/10/2017


  1. Work within the Real Estate Services department, providing lease administration for a global portfolio of office and manufacturing properties.
  2. In addition, support the department through various departmental tasks, as needed.


  1. Interface with lease administration service provider to ensure data accuracy. •    Review/oversee monthly payment of domestic rents.
  2. Track expirations, renewal options, and generate critical date reporting.
  3. Coordinate compliance and annual 10k reporting efforts.
  4. Create, run, and analyze reports out of lease administration and project databases (portfolio analytics / metrics).
  5. Manage, negotiate, and coordinate e-suite portfolio transactions including: new/renewal/termination agreements.
  6. Review / track department invoices.
  7. Create and maintain lease file folders .
  8. Interface with other internal departments including: tax, legal, accounting, finance, engineering.
  9. Complete other projects and office tasks as assigned.


  1. Minimum of two (2) years’ experience in the commercial real estate industry.
  2. Knowledge of commercial leases/contracts and real estate terms.
  3. Proficiency in Word, Excel, Power Point and Outlook - speed and quality of work is imperative.
  4. Experience with MacMunnis lease administration software is a plus.
  5. Detail orientated with strong organizational skills. Ability to prioritize and work independently.
  6. Process estoppels, SNDAs and related agreements
  7. An Associate or Bachelor’s degree preferred, but not required.

General Description

  1. Years Experience: 3 - 5 yrs.


  1. Strong computer skills to work with complex databases
  2. Education: HS Diploma and a degree or 3 - 5 yrs. of experience


  1. Responsible for maintaining essential contract documents/data in the contract database & building/maintaining hard copy contract files to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.
  2. Must be able to use critical thinking skills to work independently under minimal direction from management to evaluate, manage, & prioritize contract processing tasks from pre-negotiated contracts through completion.
  3. Must be able to work with multiple complex computer programs to complete the contract execution process within departmental timelines & within auditable standards.

Core Job Responsibilities:

  1. Responsible for compliance with applicable Corporate & Divisional Policies & procedures. Demonstrates operational knowledge of the applicable SOPs & practices required to effectively process clinical contracts. Provides guidance/information & answers to technical & non-technical questions regarding contracting process.
  2. Effectively works to resolve problems within clinical/functional area.
  3. Necessary skills include independent/critical thinking, teamwork, attention to detail, time mgmt., strong communication skills (verbal & written), & a high level of customer service.

Position Scope:

  1. Requisition processing of Purchase Order (PO)/PO creation, including a solid understanding of any auditable documentation needed for PO.
  2. Recognize & resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner).
  3. Comprehending fundamental contract content & purpose to verify that the requisition was created properly & independently make the decision to reject or approve.
  4. Functional understanding of the contract types, process flows, & business unit needs. Verification of insurance certificates, diversity documentation, & CIA required documentation & ability to obtain necessary documentation if not provided.
  5. Independently approve PO's for service agreements within delegated limits.