Associate Director, Real Estate

Job Description:

Reporting to the Director of Real Estate, the Associate Director, Real Estate serves as the asset manager responsible for the asset management of all owned commercial and leased real estate properties, including daily operations at South Street Landing, Brown’s primary administrative office building. This critical role is accountable for and drives the strategic and financial performance of the entire commercial property portfolio and also oversees property management activities for the Auxiliary Housing portfolio.

Major Responsibilities:

Asset Management & Strategy

• Develop and implement a Real Estate Portfolio Strategic Roadmap focused on improving overall portfolio financial and operating performance
• Develop and implement a comprehensive ten (10) year capital improvement plan for the Commercial Real Estate and Auxiliary Housing Portfolio
• Serve as the strategic owner of all 3rd party Property Management contracts, including solicitation, negotiation, recommendation, and contract compliance with a focus on continual improvement and KPI adherence
• Develop preventive maintenance protocols, consistent with Brown Facilities & Campus Operations Management practices, and contract for preventive maintenance services as applicable
• Collaborate with Brown’s Sustainability office to develop and implement plans for sustainable operating practices

Property Management

• Direct asset and property management functions (including 3rd party service providers) related to operations, maintenance, and physical renewal of the commercial real estate portfolio, including South Street Landing
• Oversee and approve the identification and selection process of subcontractors working on commercial properties in accordance with the University’s supplier selection process. In conjunction with Brown purchasing guidelines, obtain competitive bidding for work, where appropriate and present pricing/supplier options to Director for approval
• Act as the primary liaison with leased property owners/representatives to ensure that Landlord provides property services to Brown leased areas pursuant to the terms of the lease and within parameters of the operating budget for the leased premises
• Serve as primary liaison with 3rd party property management provider (for Real Estate and Auxiliary Housing Portfolios). Ensure compliance with Service Level Agreement, including contract negotiation, dispute resolution, and contract compliance
• Lead Quarterly & annual business reviews of 3rd party property management provider.
• Focus on KPI Compliance & Best Practice sharing and continuous improvement with 3rd party property management provider
• Manage cleaning, recycling and waste removal contractors to ensure that Brown buildings and common area spaces and parking lots are clean and safe pursuant to Brown standards
• Collaborate with the Facilities & Campus Operations Management Department on major repairs and capital projects to the portfolio
• Collaborate with Department of Public Safety (DPS), Office of Information Technology (IT), Environmental Health & Safety (EHS), Transportation, and other offices as needed
• Act as the primary point of contact with DPS, Fire Safety Office and external emergency services as needed
• Communicate all critical building information in a timely manner to internal stakeholders
• Other actions as needed to ensure commercial properties are properly managed and maintained

Financial Oversight

• Support the development of and proactive management of the annual operating expense budget for the commercial real estate portfolio
• Plan, prioritize, and oversee capital improvement projects of Real Estate’s commercial properties (including parking garages/lots) in accordance with budget allocations, and ten (10) year capital plan
• Track capital improvement expenditures to budget and ten (10) year capital plan
• Collaborate with the Real Estate finance team to ensure that tenants are billed in an accurate and timely manner. Monitor Accounts Receivables closely
• Review and approve property related invoices in a timely manner
• Accountable for the financial and operational performance of the 3rd party service agreement

Leasing and Tenant Relations

• Oversee management of lease negotiation, lease renewal, and critical lease dates
• Maintain exceptional tenant relationships to foster a positive and collaborative building environment
• Proactively manage communications, ensuring all tenants receive timely and critical building information and updates
• Ensure strict compliance with all lease terms concerning Landlord services and maintenance within tenant spaces
• Resolve complex lease and