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Real Estate Portfolio & Projects Manager



San Francisco, CA, USA
Posted on Friday, May 3, 2024

About Us:

We're on a mission to make it possible for every person, team, and company to be able to tailor their software to solve any problem and take on any challenge. Computers may be our most powerful tools, but most of us can't build or modify the software we use on them every day. At Notion, we want to change this with focus, design, and craft.

We've been working on this together since 2016, and have customers like Pixar, Mitsubishi, Figma, Plaid, Match Group, and thousands more on this journey with us. Today, we're growing fast and excited for new teammates to join us who are the best at what they do. We're passionate about building a company as diverse and creative as the millions of people Notion reaches worldwide.

Notion is an in person company, and currently requires its employees to come to the office for two Anchor Days (Mondays & Thursdays) and requests that employees spend the majority of their week in the office (including a third day).

About The Role:

Notion is excited to operate as an in-person company across our 6 global offices (San Francisco, New York, Dublin, Hyderabad, Seoul & Tokyo). Notion believes that creative magic happens when we're collaborating in-person. We also believe that being in the same physical space is the key to building a lasting culture.

We're looking for a San Francisco based Portfolio Manager who shares our passion to create warm, inviting and productive office spaces that are globally aligned with our brand. The ideal candidate will have a strong background in real estate lease management, design project management and a proven track record of successfully managing and delivering real estate projects. They will report to our Head of Environment, love to find and create spaces that deliver delightful experiences for employees, possess a 'no-job-is-too-small' attitude, and has a creative sparkle. If you're a strategic thinker with a passion for growth and a talent for juggling multiple priorities, this could be the perfect role for you.

What You'll Achieve:

  • Portfolio Management: As Notion continues to expand, our presence is growing in all of our offices around the world. This dynamic growth brings the exciting challenge of managing an increasingly diverse and complex real estate portfolio. The heart of this role is in the meticulous management of our global leases — tracking critical details such as lease renewal and expiration dates.
  • Negotiation: You will confidently negotiate on Notion’s behalf to secure the best possible deals worldwide. This could involve negotiating lower prices per square foot, longer rent-free periods, or additional complimentary services. You will consistently think outside the box to ensure we’re getting good value across our portfolio.
  • Headcount Planning: You will work closely with our People and Finance teams to forecast headcount growth and plan for future real estate needs. This will involve analyzing current space utilization, projecting future space requirements, and ensuring our real estate portfolio can support Notion's growth and expansion plans.
  • Stakeholder Management: You will act as the main point of contact for all real estate-related matters, liaising with internal stakeholders (such as our People, Finance, Legal and Operations teams) and external partners (such as brokers, landlords and contractors). This will involve regular communication to keep all parties informed and aligned, as well as negotiation and conflict resolution to ensure Notion's interests are always protected.
  • HQ Project Management: We are preparing to find a larger premises in San Francisco to support continued growth. You will project manage this relocation from start to finish, including building selection, lease negotiations, budget management, construction and everything that will ensure we deliver a beautiful and productive space. This will involve managing project timelines, coordinating with internal stakeholders and external partners, and making strategic decisions to mitigate risks and overcome challenges.
  • Global Build Outs: You will partner with local Environment team members on global real estate projects from inception to completion, ensuring they are delivered on time, within budget, and to Notion's high standards.
  • Risk Management: You will identify and mitigate risks associated with real estate projects. This will involve conducting risk assessments, developing risk mitigation strategies, and ensuring all projects comply with relevant laws and regulations.

What We're Looking For:

  • Experience: You have a proven track record of success in real estate project management, preferably in the tech industry. You have experience managing real estate projects, working with cross-functional teams, and delivering projects on time and within budget.
  • Skills: You are a strategic thinker with strong project management, problem-solving, and decision-making skills. You are an excellent communicator and negotiator, with the ability to manage complex stakeholder relationships. You are a team player, with a commitment to diversity, equity, and inclusion.
  • Attitude: You share our passion for creating warm, inviting, and productive office spaces. You possess a 'no-job-is-too-small' attitude, and you are not afraid to roll up your sleeves and get things done. You are a creative thinker, with a talent for finding innovative solutions to complex problems.
  • Willingness to Travel: This role is not just about managing projects from a distance. On occasion, you'll visit our project sites in various global locations. Your presence will ensure things are running smoothly, anticipate needs in real-time, and you'll get to experience first-hand the impact of your work. Therefore, a willingness to travel, adapt to different environments, and represent Notion globally is a key aspect of this role.

If you're excited about the opportunity to shape the future of Notion's global real estate portfolio, we'd love to hear from you. Apply now to join our team and help us create the best possible work environment for our employees around the world.

We hire talented and passionate people from a variety of backgrounds because we want our global employee base to represent the wide diversity of our customers. If you’re excited about a role but your past experience doesn’t align perfectly with every bullet point listed in the job description, we still encourage you to apply. If you’re a builder at heart, share our company values, and enthusiastic about making software toolmaking ubiquitous, we want to hear from you.

Notion is proud to be an equal opportunity employer. We do not discriminate in hiring or any employment decision based on race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, physical or mental disability, genetic information, veteran status, gender identity or expression, sexual orientation, or other applicable legally protected characteristic. Notion considers qualified applicants with criminal histories, consistent with applicable federal, state and local law. Notion is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, please let your recruiter know.

Notion is committed to providing highly competitive cash compensation, equity, and benefits. The compensation offered for this role will be based on multiple factors such as location, the role’s scope and complexity, and the candidate’s experience and expertise, and may vary from the range provided below. For roles based in San Francisco, the estimated base salary range for this role is $140,000 - $180,000 per year.


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