Senior Real Estate Lease Administrator

Profile

I. JOB OVERVIEW
Job Description Summary:
Functioning as one multi-dimensional team dedicated to excellence in operational performance and customer service, the Finance Division collaborates with all University units and regularly reviews best practices in an effort to maintain a strong financial base for GW while addressing the needs of its stakeholders.

Reporting to the
AVP
, Real Estate the Sr. Real Estate Lease Administrator is responsible for all aspects of the lease and real estate portfolio administration, and ensuring lease compliance from both the Landlord and the Tenant perspective. Additionally, the Sr. Real Estate Lease Administrator is responsible for analysis and evaluation of Real Estate leases and Investment Real Estate properties as related to revenue and expenditure performance.
Extracts financials through use of Enterprise Accounting System (
EAS
), Work Order/
CPPM
system and property management software (Harbor Flex - Apex).
Research variances and discrepancies; composes explanations for
AVP
, Real Estate.
Responsible for payment of rent - approves invoices and prepares monthly rent allocation reports and distributes to Accounts Payable for execution of payment of rents
Responsible for tenant billings - track accounts receivable and follow up to ensure rent and other income are collected in a timely fashion.
Responsible for overseeing and tracking all of the real estate leases in the portfolio (including commercial office, retail, residential and ground leases)
Ensure that the Percentage Rent or Gross Sales provisions of the leases are adhered to. Maintain the integrity of lease data file systems.
Prepares budgets and forecasts for real estate portfolio lease obligations as well as rent revenues.
Enter and manage all lease notes, maintaining critical dates and tickler files. Follow up as required to ensure real estate team is aware of any approaching option dates and required action.
Assists with preparation of monthly reporting package. Report to include rent rolls by lease type, open/resolved issues with tenants and Landlords as appropriate
Reviews all financial transactions, such as rents, commissions, tenant improvement allowances, renewals, taxes and property expenses.
Abstract all lease information into property management software (Lease Harbor - Apex) and files documentation appropriately. This will include all new leases, amendments and lease terminations.
Works with GW Accounting & Finance teams to verify office base rent schedules are correct for the system to properly generate monthly accounting entries in order to conform to new lease accounting standards.
Tracks expiration dates, certificates of insurance, commencement exhibits, security deposit/
LOC
and operating expense information. Follows-up with tenants on items that are delinquent.
Prepares written correspondence to landlords and to tenants including lease non-compliance and default notices.
Conducts periodic inspections of retail tenant spaces to ensure lease compliance. Works closely with GW Facilities for base building related issues.
Assist in preparation of Tenant Estoppel Certificates and
SNDA
agreements.
Review and audit year-end
CAM
reconciliations from landlords for accuracy according to lease language.
Calculate estimated retail tenant share of real estate taxes and perform year end reconciliation of actual expense. Prepare annual letters to tenants that include new monthly payment amount and annual reconciliation of actual expense.
Interface with Office of General Counsel for review of all contracts. Maintain Contract Log to monitor progress of contract through execution process.
Serve as liaison between Landlord and Tenant with regard to each party's compliance with all provisions of the lease.
Participates in annual budget process for Real Estate and Investment Real Estate.
Assists in preparation of budgets, forecasts and detailed analysis.
Responsible for extracting financials from Enterprise Accounting System (
EAS
), property management software (Harbor Flex- Apex) and budgeting tool to aid in preparation of reports.
May be asked to provide analytical support for acquisitions, dispositions and other related real estate transactions, as necessary.
Coordinates annual appraisal/valuation process for the Investment Real Estate portfolio.
Works with appraisal firms, third party property managers and GW Controllers Office to determine annual appraised values for investment properties and ground leases.
Coordinates work product and provides support/analysis for special projects, as requested.
Enhances professional knowledge and skills through attendance of seminars/workshops.
Contributes to the goals and objectives of Business Services as a whole.
Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
Minimum Qualifications:
Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization plus 5 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study plus 3 years of relevant professional experience. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.
Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:
Experience in the administration and management of commercial real estate leases is required
Preferred Qualifications:
Strong analytical skills.
Experience with Oracle Financials and Property Management software
or similar budgeting/accounting tools.
Proficiency with spreadsheet and word processing software. Work Order/
CPPM
system experience a plus.
Excellent organizational, communication, interpersonal and customer service skills. Ability to work in a team environment and autonomously.
Ability to identify areas of improvement without supervision. Bachelor's degree in Business, Finance, Accounting or related field.
PERSONAL
CHARACTERISTICS
This position requires an individual with the following characteristics:
Commitment to GW's values;
Intellectual, professional and a person of integrity;
Honest, with the highest ethical standards;
Passionate, collaborative, strategic, and smart with a hands-on, roll- up-the-sleeves orientation;
Ability to work independently. Self-starter; hard worker. Takes initiative; very high energy;
Personally accountable. Assumes ownership, control and accountability for all areas of responsibility and commitments made to others;
Sincere, open, and direct communicator. Puts organizational interests above self-interests and is comfortable expressing candid opinions;
Highest levels of responsiveness;
Combination of strong intellect that is combined with a practical and realistic common sense understanding of how to get things done;
Ability to demonstrate initiative, a strong desire to succeed and exert the extraordinary effort often required;
Ability to work in a fast-paced, high growth, entrepreneurial environment;
Ability to work with faculty and staff in a respectful way;
Establish trust and credibility with institutional leadership and across the University;
Seeks win-win solutions to help foster continued integration and collaboration;
Flexible and receptive to change; and
A positive can-do attitude
Typical Hiring Range
Commensurate with Experience
II. JOB DETAILS
Campus Location:
Foggy Bottom, Washington, D.C.
College/School/Department:
Finance
Family
Finance and Business
Sub-Family
Division/School Financial Management
Stream
Individual Contributor
Level
Level 3
Full-Time/Part-Time:
Full-Time
Hours Per Week:
40
Work Schedule:
Monday - Friday, 8:00am-5:00pm
Will this job require the employee to work on site?
Yes
Employee Onsite Status
Hybrid
Telework:
Yes
Required Background Check:
Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
Special Instructions to Applicants:
Employer will not sponsor for employment Visa status
Internal Applicants Only?
No
Posting Number:
S010712
Job Open Date:
02/04/2022
Job Close Date:
If temporary, grant funded or limited term appointment, position funded until:
Background Screening
Successful Completion of a Background Screening will be required as a condition of hire.
EEO Statement:
The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

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