Real Estate Supervisor of Portfolio Administration

The Real Estate Supervisor of Portfolio Administration, reporting to the Sr. Real Estate Manager, will lead the Portfolio Administration team. This role is responsible for complete oversight of Ecolab’s real estate portfolio and the global roll out and management of a centralized lease payment process. They serve as the manager of a team that is the central point of contact for Ecolab Divisions regarding their portfolio data, lease and rent payment management. The role will ensure contractual obligations are met and validation of all site costs are incurred and aligned. Additional responsibilities will include portfolio reporting to drive transparency and opportunities for efficiency and optimization, adherence to SOX compliance standards and oversight of a Third-Party Lease Administration provider.

How you'll make an impact:

- Lead, develop and mentor a team of Portfolio Administration professionals in continuous improvement and problem-solving methodologies.
- Provide oversight, guidance, and execution of the management of the global portfolio, in accordance with Ecolab compliance and industry standards to maintain data and financial accuracy.
- Lead the global implementation of a centralized lease payment and lease management programs.
- Serve as the real estate function representative within broader GBS+ workflows.
- Portfolio Management - manages Costar that serves as the single source of truth for property data including all the key data elements about the property, the lease requirements and overall portfolio data. They act as a control point for ensuring updates are made timely and accurately. They are also on point to approve the payment files as being in sync with the lease documents, Capital Authorization Requests (CAR) and invoices as processed.

- Reporting - Prepare regular reports and presentations for senior management, stakeholders, highlighting key performance metrics, portfolio performance, and strategic recommendations. Monthly reporting will include items such as upcoming lease action dates, financial reporting, and other critical date management. This position will also utilize their relationship with the business and coordination with the Transaction Management Team to ensure that lease actions are taken in a timely fashion. Portfolio Managers will also be responsible for overseeing annual audits of lease operating expenses to ensure landlord accountability and accuracy of charges.
- Landlord Liaison – Support as an escalation point for landlord communications.
- Lease Financial Management overseeing the monitoring of incoming invoices to ensure timely incoming and outgoing of timely payments.
- Data Accuracy and Compliance - responsible for certifying the accuracy of the data for assigned properties to be used in the ESG reporting program.
- Portfolio Strategy - The Portfolio Manager will be called on to perform one off analysis in support of site decisions and developing future strategies.
- Oversite of 3rd party Lease Administration Activities – This role will coordinate the activities of the lease administrators such as abstractions and invoice processing.
- Research - Stay abreast of industry benchmarks and best practices impacting commercial real estate. Conduct analysis and prepare executive summaries to inform decision-making and strategy development.
- Cross-functional collaboration & influence – Operates as a partner to collaborate with internal stakeholders, including Lease Administration, Lease Accounting, Transactions, Division Finance, Accounts Payable, Audit, IT, and other disciplines to implement the lease payment program and ensure alignment of objectives and execution of strategic initiatives.
- Continuous Improvement - Bring best practices to the projects/organization and identify opportunities for process improvement and automation to enhance efficiency and accuracy in portfolio management and financial analysis.

Minimum Qualifications:

- Bachelor’s degree in Business, Finance, Real Estate, Accounting, or related field.
- 5+ years of experience in commercial real estate, lease administration, portfolio management, or finance.
- 2+ years of experience leading, supervising, or mentoring employees.
- Experience managing real estate lease data, rent payment processes, critical dates, and strategic reporting.
- Strong understanding of lease documents, rent schedules, operating expenses, reconciliations, and landlord/tenant obligations.
- Experience working with financial controls, compliance requirements, audit processes or SOX related procedures.
- Strong project management skills with the ability to manage multiple priorities, deadlines, and cross-functional initiatives.

Preferred Qualifications:

- Experience with CoStar, lease administration platforms, portfolio management systems, or similar real estate technology tools.
- Experience managing or partnering with third-party lease administration providers, including abstraction, invoice processing, data governance, and service-level oversight.
- Knowledge of lease accounting standards, including ASC 842 and IFRS 16.
- Experience supporting global or multi-region real estate portfolios, including cross-functional coordination with Finance, Accounting, Accounts Payable, Audit, IT, and business stakeholders.
- Demonstrated ability to identify process improvement, automation, and reporting opportunities that improve accuracy, efficiency, compliance, and transparency.
- Strong executive communication skills, including the ability to prepare concise summaries, dashboards, and recommendations for senior leadership.

What’s in it For You:

- Competitive Compensation: Attractive salary (Base pay & Variable Plan) and benefits package (private medical care, life insurance, stock purchase, lunch subsidy, sport cards).

- Work-Life Balance: Flexible working arrangements with hybrid model of work (approx. 60% from the office and 40% from home)

- Matrix Organization: Thrive in our matrix organization, working across Europe with various teams and cultural backgrounds.

- Collaborative Environment: Strong teamwork and diverse interactions.

- Development Opportunities: Personalized plans with rapid progression

- Versatile Career Paths: Professional growth supported by active committee for different career levels.

- Supportive Culture: High employee satisfaction and responsive feedback.

- Learning and Innovation: Continuous learning and technical training incl. subject matter experts’ trainings, soft skills and management trainings and LinkedIn learning.

- Relocation Support: Assistance for international candidates and candidates living outside of Krakow.

- Social events such as family events and charity auctions.

- Comfortable working environment (Library, relaxation area, casual dress code).

- Parking space for cars and bikes.

About Ecolab:

At Ecolab, we prioritize our talent-first philosophy by creating the most capable and diverse team to excel at our nearly three million customer sites. Building on a century of innovation, our 48,000 associates help deliver comprehensive science-based solutions, data-driven insights and world-class service to advance food safety, maintain clean and safe environments, and optimize water and energy use, and improve operational efficiencies and sustainability for customers in the food, healthcare, life sciences, hospitality and industrial markets in more than 170 countries around the world. Our solutions not only enhance operational efficiency but also contribute to sustainability and public health, making a positive impact on the world. We are committed to eliminating unnecessary complexities and embracing a beginner's mindset, continuously seeking new perspectives and innovative solutions to stay ahead in a rapidly changing world.

Ecolab’s commitment to diversity, equity and inclusion (DE&I) reflects our longstanding value of working together to integrate diverse perspectives to challenge ourselves, reach our goals and do what’s right.

Apply today and join one of the most ethical companies with over a hundred years of history.

Join Ecolab and help us protect what’s vital.

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Our Commitment to a Culture of Inclusion & Belonging
Ecolab is committed to fair and equal treatment of associates and applicants and furthering the principles of Equal Opportunity to Employment. We will recruit, hire, promote, transfer and provide opportunities for advancement based on individual qualifications and job performance in all matters affecting employment, compensation, benefits, working conditions, and opportunities for advancement. Ecolab will not discriminate against any associate or applicant for employment because of race, religion, color, creed, national origin,citizenship status, sex, sexual orientation, gender identity and expressions, genetic information, marital status, age, or disability.