Real Estate Project Manager

Job Description

CooperVision, a division of CooperCompanies (NASDAQ:COO), is one of the world's leading manufacturers of soft contact lenses. The Company produces a full array of daily disposable, two-week and monthly contact lenses, all featuring advanced materials and optics. CooperVision has a strong heritage of solving the toughest vision challenges such as astigmatism, presbyopia and childhood myopia; and offers the most complete collection of spherical, toric and multifocal products available. Through a combination of innovative products and focused practitioner support, the company brings a refreshing perspective to the marketplace, creating real advantages for customers and wearers. For more information, visit www.coopervision.com.

Job Summary:

Reporting to the Director of Global Real Estate, this is a key role in the organization to assist with the management of projects relating to corporate real estate, ensuring real estate policies and procedures are complete and in compliance, and to drive a strong lease management program. You will be required to work with internal and external teams to ensure project completion within desired timelines and to effectively communicate project scope and deliverables.

Responsibilities

Real Estate Portfolio Management:

• Manage the corporate Real Estate strategy, including site selections, lease negotiations, renewals, and amendments. Ensure that all decisions align with the company's financial goals and long-term objects.
• Negotiate new leases, amendments, Letters of Intent (LOI's), and construction related documentation, ensuring terms reflect business needs, including rental rates, lease durations and key operational factors.
• Oversee all aspects of Lease Administration, including ensuring compliance, accurate documentation, and controlling costs such as rent, utilities, insurance and maintenance fees.
• Implement cost saving strategies through favorable Lease terms, such as shared services or utilities.
• Serve as the primary contact for Tenant relations, managing day-to-day interactions with Landlords, Property managers, and other third-party stakeholders. Address escalations and disputes, ensuring adherence to Lease terms.
• Evaluate the utilization of Real Estate assets continuously, collaborating with business units to recommend optimal solutions such as consolidations, relocations, or expansions into new markets.
• Ensure the company's Lease Administration platform is updated and remains the central source of accurate, up-to-date Lease data ("source of truth"), preparing abstracts, summaries, and executive-level reports.
• Collaborate with various internal departments, such as IT, HR, Finance, Risk Management/Insurance and Legal to ensure cohesive delivery of Real Estate projects and facilities services.
• Maintain corporate standards and regulatory requirements for operating facilities, ensuring a safe and productive work environment.

Lease and Contract Negotiations:

• Work with the Global Real Estate partner on the negotiation of new Leases, amendments, Letters of Intent (LOI's), and construction-related documentation with contractors, architects, vendors and Landlords.
• Ensure all Lease amendments or renewals reflect changes in business requirements, such as adjusted space needs or regulatory conditions. This includes negotiating rental rates, Lease durations, and maintenance responsibilities to ensure operational efficiency and cost-effectiveness.
• Redline/blackline and exchange comments/edits on documents, working closely with the Legal department to ensure compliance with corporate policies.
• Collaborate with the Insurance and Risk Management team to ensure Leases/Contracts comply with project and regulatory requirements.

Capital Planning and Project Management:

• Support large-scale Real Estate projects with the Global Real Estate partner, including site relocations, renovations and new office buildouts, from planning through completion and continued operations.
• Work on ROI analytics, metrics, KPI's and tracking systems to monitor programs performance including space utilization.
• Ensure CEA's (Capital Expenditure Authorizations) are approved and in place before project commencement, coordinating and creating the process/alignment with key business partners.
• Participate in the budget development cycle (ex. OPEX, CAPEX).
• Drive quality control and ensure projects align with Lease agreements and Construction standards, including reviewing work letters and budgeting from Landlords and Third-Party Vendors.
• Confirm all necessary permits and approvals are obtained through collaboration with local brokers, project managers, and government entities.
• Identify, design, and implement comprehensive space planning solutions across a geographically dispersed portfolio.
• Build internal process documentation to expedite real estate related activities. Assist with change management process for new and existing spaces and designs.
• Partner closely with Marketing and Communications team on branding both, new and existing properties.

Reporting and Documentation via Lease Administration Platform:

• Ensure the company's Lease Administration platform is the central repository of all pertinent information/documentation associated with the global Real Estate portfolio, providing an accurate and up-to-date "source of truth."
• Continuously cross-check and validate existing Lease data, addressing any discrepancies.
• Prepare communications and reports, summarizing Lease data and creating Lease abstracts for easy access by internal stakeholders, landlords and property managers.
• Provide a clear overview of key terms such as rent escalations, critical dates (e.g., renewals, expirations), and Landlord/Tenant obligations
• Assist with strategic plans and preparing executive presentations.

Vendor Management:

• Build and maintain relationships with key vendors, including obtaining contractors, architects, and service providers, to ensure all facilities and Real Estate contractors provide value for money and meet company standards.
• Oversee Risk Management processes, including obtaining Certificates of Insurance (COI's) and other necessary documentation before project initiation or Tenant possession.
• Keep abreast of changing headcount (FTE or contractor) data and projections, as well as, approved and planned departmental moves/adds/changes; have a strong working knowledge of available options for future accommodations.

Financial Reporting and Strategic Forecasting:

• Participate as a team member on project initiatives adjacent to real estate including resource offshoring, co-working processes and reporting, and Finance technology projects.
• Assist with the development of long-term Real Estate and Facilities strategies, including sustainability initiatives, demonstrating how Real Estate strategies support the foundation of the business.
• Engage with Security, IT, Procurement, Finance, EH&S and Legal to ensure cohesive delivery of valued services resulting in exceptional workplace experience.
• Identify, design, and implement comprehensive space planning solutions for high level corporate initiatives throughout a geographically disbursed portfolio.
• Work with other functional areas within the department to gain a solid knowledge of space options, cost, furniture alternatives, project schedules, timelines, interdependencies, and logistics, as well as departmental standards, policies, and procedures.
• Use a critical eye to examine and streamline workflows and processes to increase efficiency.
• Perform other duties as assigned.

Qualifications

Knowledge, Skills and Abilities:

• In-depth knowledge of Commercial Real Estate, Lease Management/Administration, and facilities operations and functionality with specific expertise in negotiating and managing large-scale Real Estate projects.
• Exceptional written and verbal communication, as well as presentation and facilitation skills
• Excellent customer service to all levels in the organization and outside the organization.
• Analytical and financial acumen to support data driven decision making in Real Estate and Facility operations.
• Strong organizational and time management skills
• Ability to operate with discretion and maintain confidentiality
• Troubleshooting and creative problem-solving skills
• Ability to communicate and connect with employees at all levels of the organization
• Ability to handle multiple projects and prioritize in a dynamic environment
• Ability to work under pressure while maintaining composure and professionalism
• A dedication to high professional ethical standards and a diverse workplace
• Ability to complete work with minimal direction and instruction
• Proficient in Microsoft Office Suite, smart sheets, Lease Administration platforms and reporting tools

Work Environment:

• This is a full-time role based in Victor, NY with remote/hybrid working opportunities, delivering to the demanding needs of a fast-moving business.
• Travel should be expected in this role - up to 20%, predominantly in the US and maybe some international travel dependent on the project significance and the business needs.
• Multi-cultural environment, with global interactions.
• Flexibility in work hours will be required around key delivery points through the year.

Experience:

• Minimum 10 years of successful and varied experience in both, Corporate Real Estate Management, Facilities and Project Management.
• Experience in a Global matrix organization with responsibilities spanning multiple regions is desirable.

Education:

• Bachelor's degree
• PMP certified desired
• IT proficient in MS Office and Lease Administration applications

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

For U.S. locations that require disclosure of compensation, the starting base pay for this role is between $82,001.00 and $109,335.00 per year and may include cost of living adjustments. The actual base pay includes many factors and is subject to change and modification in the future. This position may also be eligible for other types of compensation and benefits.

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