Facilities Coordinator

Sony Pictures Entertainmentare looking for an Administration Coordinator to provide administrative support to the Facilities department of EMEA and Asia Pacific.

Core Responsibilities will include:

Lease Administration
– Manage the information in and accuracy of SPE’s lease administration system, Virtual PremiseSubmit a “batch” of real estate documentation (e.g. leases, renewals, terminations, landlord correspondence) to Virtual Premise on a monthly basis
– Once lease abstraction and upload is complete by Virtual Premise, review the information and validate the details, including building name, address, area, term, options and costs
– Partner with the Virtual Premise point-of-contact on all clarifications in order to trouble shoot and solve any issues with the abstraction
– Report the status of each Virtual Premise “reminder” as automatically generated via email
– Maintain details of all leases (including offices and warehouses) as a “live” document, including region, building name, address, area, term, options, rent cost, occupancy and business unit and audit on a monthly basis against the All Leases report from Virtual Premise

Lease Translation
– Manage the translation process for real estate documents including leases, renewals, terminations, landlord correspondence, etc. both via Google Translate and via third party provider
– Obtain price quote of translation from third party, analyze the cost-per-page based on previous translations, secure approval from management, authorize the work and log the costs
– Partner with Facilities Coordinator to review invoices and ensure correct payment
– Strategic Property Review
– Maintain the Strategic Property Review as a “live” document with current information
– Coordinate the annual publication of the Strategic Property Review to senior management in partnership with the Assistant to the SVP of Global Facilities
– Maintain occupancy information for each office
– Maintain location map for each property
– Maintain building photo for each property
– Project Support
– Support Management with project planning and execution
– Create project schedules when required
– Obtain real estate market research in order to assist management with transactions as necessary
– Partner with Corporate Communications on creation of office opening/relocation/closing announcements on SPE’s intranet, mySPE

General Administration / Other
Schedule meetings, develop agendas and publish minutes
Execute any ad-hoc requests
Prepare ad-hoc presentations
Maintain office address list
Maintain executive contact list
Upload and maintain various documents on SharePoint application if necessary
Partner with the Assistant to the SVP of Global Facilities

If the above sounds like you, we would love to hear from you today! Please visit our careers website for further details on the role and to submit an application.