Lease Coordinator (Program Coordinator III)

Position Summary

Incumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required.

The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency.

Duties and Responsibilities

• Oversee the implementation of real estate agreements for the use of MassDOT property and ensure compliance with the terms of the agreements; and confer with management staff and others in order to provide information concerning purpose and scope.

• Monitor the review and timely execution of new licenses, as well as other real estate agreements such as easements and permits, coordinating with Legal and Engineering departments as well as the Highway District staff.

• Negotiate renewal terms and work with Director of Finance and Project Managers to determine reasonable terms.

• Supervise Business Management Specialist on the administration of real estate management systems (salesforce), as well as shared digital platforms.

• Research transactions, prepare and produce related reports.

• Assist in the preparation of real estate contracts, leases, and licenses, both new and renewal.

• Assist in the management of existing real estate interest prior to their renewal, by assembling critical data from the existing agreement by assembling key business terms, identifying non-standard language and verifying compliance with the existing agreement.

• Research and undertake due diligence of sites under agreement to ensure MassDOT’s real estate assets are free from encroachment and prohibited uses listed in the license or lease.

• Work with Project Management and Finance Director to identify agreements with assets that may have a higher and better use (lease vs. sale).

• Administer all aspects of an agreement’s life cycle: notice provisions, notification of rent escalations, and sending default and or termination letters.

• Develop, monitor, implement and maintain a variety of databases related to real estate projects.

• Provide administrative support and act as liaison to other departments, coordinating.

• Perform ad-hoc analysis as required to support operations including but not limited to due diligence throughout the real estate portfolio.

• Contact tenants to negotiate reasonable lease renewal terms.

• Provide support and guidance to the Project Managers on all aspects of Lease Agreements on an ongoing basis.

• Assist in the disposition process for smaller transactions.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.