Scheduled Hours

40

Position Summary

Under the direction of the Associate Director for Commercial Real Estate, this position will primarily be responsible for the administrative duties related to management of the University’s off-campus commercial real estate portfolio, which consists of approximately 2.0M square feet of retail, office, mixed-use, and industrial space, oversight of 150 third-party commercial leases, and which has annual revenues in excess of $15.0M.

Job Description

Primary Duties & Responsibilities:

Lease Administration

• Ensure compliance with tenants’ leases, including tracking certificates of insurance, evidence of routine HVAC maintenance contracts, gross sales receipts, NOI reports, and other critical data.

• Track and report critical lease milestones, such as expiration dates, rent adjustments, and option periods.

• Prepare abstracts for commercial leases.

• Draft lease correspondence to tenants, such as rent commencement letters, security deposit correspondence during move-outs, rent adjustments, and other landlord-tenant correspondence.

• Ensure all lease documentation is accurate, complete, and organized.

• Enter and set up new leases in Yardi Voyager.

• Maintain and update existing lease records, tenant contact information, and other critical data in Yardi Voyager.

• Assist in the preparation of annual tenant CAM and real estate tax reconciliations.

• Respond to various requests from tenants and University stakeholders with a sense of urgency.

Administrative and Property Management Support

• Maintain accurate hard files and electronic files for commercial leases, property acquisitions, property dispositions, development and renovation projects, and other real estate activities.

• Monitor the property maintenance work order system and prepare reports for the Senior Commercial Property Manager on the status of tenant work orders.

• Actively participate in monthly rent collections and support the necessary procedures for collection of delinquent accounts.

• Serve as the liaison between commercial tenants and other University business units when obtaining parking permits and access cards; ensure requests are processed in a timely and efficient manner.

• Proactively coordinate with Accounting staff and tenants to process tenant bill-back invoices in a timely manner.

• Support additional property management activities as needed.

• Assist with special projects and perform other duties as assigned.

Working Conditions
Job Location/Working Conditions

• Normal office environment.

• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically working at desk or table.

• Repetitive wrist, hand or finger movement (PC typing).

• May be required to move/lift <15 pounds (e.g. binders, chairs, a/v equipment) as needed.

• Occasional lifting (25 lbs or less).

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Associate degree or combination of education and experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Directly Related To Commercial Real Estate And Property Management (Excluding Residential Real Estate) (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Experience working with Yardi Voyager and CommercialCafé is a plus.
• Ability to establish and maintain tenant relationships, and have excellent follow-up skills.
• Ability to undertake and manage long term assignments with inter-disciplinary teams.
• Ability to work with diverse groups of stakeholders and work through larger, complex issues to build consensus. 

Preferred Qualifications

Education:

No additional education beyond what is stated in the Requi