Separate Account Portfolio Associate

• Coordinate and assemble Asset Management components of quarterly and annual client reporting packages, including asset-level commentaries, valuation materials, management meeting books, and supporting exhibits.
• Run, organize, and review reports from Argus, CoStar, Yardi, and other systems to support client reporting and portfolio analysis.
• Coordinate with property managers to collect individual property compliance reports and compile materials for client distribution.
• Maintain reporting calendars and track internal and external deliverables to ensure deadlines are met.
• Review reporting materials for completeness, consistency, formatting, and accuracy prior to internal review and client distribution.
• Maintain organized client reporting files, source documents, and recurring reporting templates.

• Coordinate the annual budget review process for the Asset Management team.
• Collect, organize, and track budget materials, leasing assumptions, rent roll information, capital plans, and related property-level data.
• Incorporate leasing assumptions from Asset Managers into budgeted portfolio occupancy schedules and pivot tables.
• Assist with assembling Annual Business Plans and related supporting materials.
• Track outstanding inputs and follow up with internal team members and property managers as needed.
• Support the review of budget variances, occupancy assumptions, leasing activity, and other key property-level drivers.

• Coordinate the quarterly valuation process for assigned separate account portfolios.
• Assist Asset Managers with maintaining internal valuation models, including rolling dates forward, updating rent rolls, incorporating new and expiring tenants, and organizing supporting assumptions.
• Maintain an internal database of quarterly valuation data, key metrics, and portfolio-level trends.
• Support the valuation team with the quarterly external appraisal RFP process, including document coordination, tracking, and follow-up.
• Assist with review and organization of valuation materials for internal discussion and client reporting purposes.

• Assist Asset Managers with property-level financial analysis, including review of operating statements, budgets, rent rolls, leasing activity, occupancy trends, and capital expenditure plans.
• Support acquisition, disposition, refinance, and hold/sell analysis by coordinating due diligence materials, maintaining checklists, organizing data rooms, and assisting with preliminary underwriting support.
• Assist with underwriting updates and sensitivity analysis as directed by Asset Managers.
• Help maintain asset-level and portfolio-level performance tracking tools, including occupancy, NOI, leasing, capital, valuation, and return metrics.
• Prepare and update Excel schedules, pivot tables, charts, and summaries used for portfolio monitoring and decision-making.
• Research market data using CoStar and other sources to support leasing assumptions, valuation inputs, market commentary, and asset-level analysis.
• Assist with ad hoc analysis, special projects, and presentations for internal investment, valuation, and asset management discussions.
• Develop familiarity with the firm’s investment strategies, client objectives, portfolio structures, and asset management processes.

• Assist with lease administration, including preparation of Lease Signing Memos and abstracting lease documents.
• Enter and maintain accurate lease, tenant, property, and portfolio data in Yardi and other internal systems.
• Maintain current and accurate property occupancy data, including rent roll information, square footage, tenant changes, expirations, and related reporting metrics.
• Track square footage across client portfolios to support accurate rent rolls, occupancy reporting, and portfolio-level summaries.
• Draft, review, coordinate, and distribute SNDA and estoppel certificates for refinances, distributions, and other portfolio needs.
• Maintain the Property Contact Database and other recurring portfolio tracking tools.
• Track and report letters of credit and other key portfolio documents.
• Assist with insurance matters, including renewals, claims coordination, and related documentation.
• Assist with ESG initiatives, including tracking metrics and supporting Energy Star benchmarking submissions.
• Track and report annual Emergency Response Plans.
• Provide document coordination and due diligence tracking support for acquisitions, dispositions, refinances, appraisals, and other portfolio transactions.

• Manage and maintain Asset Management team calendars for recurring portfolio deadlines, client reporting cycles, budget reviews, valuation timelines, and other key deliverables.
• Provide general administrative support to the Separate Account and Asset Management teams.
• Maintain digital files, shared drive records, reporting folders, and organized document repositories.
• Prepare correspondence, tenant communications, and other materials as directed.
• Assist with invoice processing, mail distribution, courier coordination, document filing, and other operational tasks as needed.
• Support special projects and perform other duties as assigned.

• 1 to 3+ years of experience in commercial real estate, asset management, property management, acquisitions, finance, accounting, valuation, portfolio reporting, or a related role.
• Bachelor’s degree in finance, accounting, real estate, business, economics, or a related field preferred.
• Strong analytical skills and comfort working with financial statements, rent rolls, budgets, valuation materials, and property-level data.
• Strong Excel skills, including the ability to work with formulas, pivot tables, linked schedules, charts, and large data sets.
• Experience with or exposure to underwriting, valuation, Argus, CoStar, Yardi, or commercial real estate financial analysis preferred.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Strong organizational skills with the ability to manage recurring deadlines and multiple priorities.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Proactive, resourceful, and willing to take ownership of recurring processes while also supporting broader team needs.
• Interest in developing within commercial real estate asset management.

Hillary@shineassociatesllc.com

Chandlee@shineassociatesllc.com

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