Become A Real Estate Administrator

* Assist in the management of all aspects of due diligence during acquisition of properties, complete documents required for approval to purchase and any required for issues that need to be addressed post-closing.
* JOB LOCATION:*Savoy, IL or Boston, MA
* RESPONSIBILITIES AND DUTIES
* Assist as needed in coordinating escrow and funding of acquisitions with Director of Acquisitions, Transaction Manager, Resource Planning team, Acquisition Manager, Escrow Officer, Legal (internal and external), third-party vendors, and HAIG Accounting.
* Assist in executing/coordinating due diligence process, including but not limited to:
* o Following timeline and tracking procedures for properties placed into escrow to ensure that all critical dates within the contract are recognized and met.
* o Obtain bids from vendors for services needed to complete due diligence, such as appraisals, surveys, Phase I’s, Biological reviews, house and building inspections, water studies, irrigation studies, soil test reports, etc.
* o Assist in maintaining vendor(s) bid and scope letters templates.
* o Assist in maintaining vendor list of approved third party providers.
* o Assist in tracking all third party reports for completion within the timeframe specified within the bid and feasibility period.
* o Assist in coordinating/communicating receipt and findings of third party reports to Director of Acquisitions, Transaction Manager, Acquisitions Managers, and Legal (internal and external).
* o Assist in coordinating/executing closing of escrow with seller and all internal stakeholders.
* Prepare internal Investment Committee vote documents, with the assigned Acquisition Manager, Transaction Manager, and Resource Planning team member, in preparation for Investment Committee approval.
* Assist in preparation of internal Investment Committee vote documents, with the assigned Acquisition Manager, Transaction Manager, Resource Planning team member, and Portfolio Manager in preparation for NRIC approval.
* Prepare Due Diligence Summaries with the assistance of the assigned Acquisition Manager, Transaction Manager and Property Manager.
* Assist in communicating/coordinating the handling of post-closing issues with lawyers, Director of Acquisitions, Transaction Manager, and Property Manager.
* Ensure all acquisition/real estate documents are received and distributed to necessary personnel and saved on the HAIG shared electronic drive.
* Assist/coordinate various meetings for HAIG, HNRG and/or upper management as needed.
* Review, respond, track, distribute real estate related mail and/or regulatory agency correspondence
* Other duties as needed/assigned

* We accept responsibility for the University's and public's trust and are accountable for individual actions.
* We conduct ourselves and perform our duties in an environmentally, socially, and economically responsible manner that is reflective and protective of the trust placed on us as stewards of the University's facility related resources.
* Excellence:
* We strive to achieve excellence in all endeavors and are committed to continuous improvement.
* We enthusiastically deliver quality services to our customers while consistently seeking to improve those services through creativity and innovation.
* Engagement:
* We seek to "tell our story" through collaboration, communication, and inclusion with the greater DU community.
* Through involvement, we ensure the needs of students, faculty, staff, alumni, visitors, and neighbors are met and efforts from each department are understood.
* We take every opportunity to augment the education and research mission of the university through demonstration of real world applications of theories and principles.
* Position Summary
* Under general direction from the Director of Real Estate and Auxiliaries, the Real Estate Administrator provides advance level work associated with, real estate leases, licenses, easements, permits and other real estate agreements to maximize the economic benefit of the University of Denver.
* This position will serve as a key member of the real estate and real property team managing and/or assisting in the development of contracts, agreements and leases in the following categories: Real property management, historic leases with fraternities and sororities; cell site license agreements for sites hosted on the University of Denvers campus; various commercial office leases; miscellaneous leases, license agreements or use agreements associated with property management and/or acquisition as needed.
* Additionally, the position will Assist with the development and implementation of service contracts for various services related to property management and facilities management as needed.
* Essential Functions
* Serve as the primary liaison with the University's external property management group:
* Review of lease related documentation and abstraction of critical information including rent and other financial obligations.
* Performs real estate agreement administration including review of key dates, rent invoicing & collection, and abstracting real estate agreement data for entry into the real estate database.
* Process and manage all day-to-day lease expenses including rent, CAM, taxes, insurance, and miscellaneous operating expenses.
* Perform and analyze CAM lease audits and reconciliations as needed.
* Assist with the research, procurement and deployment of commercial lease administration software.
* Create ad maintains real estate records, including data bases, spatial GIS data, and document files and prepares reports on real estate matters.
* Assists with property management activities including rent collection, resolving landlord/tenant disputes, and property inspection and coordinates staff and contractors performing such activities.
* Prepares written correspondence and reports on real property matters.
* Serve as liaison to historic Greek leases and perform lease reconciliation activities, billing and inspection.
* Manage a variety of leases, agreements, licenses agreements and other associated documents.
* Data analysis and report writing.
* Manage and organize paper files, software and other various tools related to lease and document management.
* Knowledge, Skills and Abilities
* Working knowledge of principles of real estate management.
* Experienced with basic terminology, methods and practices of real estate, architectural and engineering design, land use planning, land surveying, mapping, construction processes, and relocation.
* Experienced with basic principles of public administration including purchasing, contracting, budgeting, and maintaining public records.
* Ability to take initiative, reason logically and be creative in developing and introducing new ideas.
* Communicate clearly and effectively, both verbally and in writing and prepare clear and concise reports.
* Ability to represent the Department of Facilities Management and Planning in interaction and communication with internal and external stakeholders, agencies, and customers.
* Ability to work under pressure and organize work flow priorities to complete work within established schedule.
* Ability to understand and apply University and Facilities standards, policies and procedures.
* Ability to analyze financial and business situations, scenarios, proposals and solve problems and present alternatives.
* Working knowledge of principles of real estate management.
* Ability to work under pressure and organize work flow priorities to complete work within established schedule.
* Demonstrated proficiency in computer software programs, including the Microsoft Office Suite.
* Ability to read and interpret complex legal documents.
* Ability to write routine reports and correspondence.
* Ability to speak effectively before groups of employees or customers for the organization.
* Ability to handle sensitive situations with tact and diplomacy.
* Ability to calculate figures and amounts such as weights, measures, discounts, interest, proportions and percentages.
* Ability to apply concepts of basic and intermediate algebra.
* Knowledge of cost accounting and purchasing methods.
* Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
* Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
* Ability to synthesize and organize data and generate reports for constituents at various levels of the organization.
* Required Qualifications
* Bachelor's degree in Management, Paralegal, or related.
* Minimum of three years experience in lease and/or contract administration for a diverse portfolio of lease properties.
* Demonstrated customer service experience supporting a wide variety of lease clients.
* Valid state of Colorado driver’s License with the ability to be insured under the University's insurance policy.
* Preferred Qualifications
* Bachelor's degree.
* Working knowledge of real estate finance.
* Lease administration experience in higher education.
* Lease administration software experience.
* Work Schedule
* Varied
* Working Conditions
* In addition to a standard office environment, while performing the duties of this job, the employee may regularly works near moving mechanical parts; in high, precarious places; and in outside weather conditions and may be exposed to wet and/or humid conditions.
* The work environment may include exposure to extreme heat, risk of electrical shock, chemical exposure, confined spaces, and vibration while working in and around the various facilities managed.
* The noise level in the work environment is usually moderate.
* Application Deadline
* For best consideration, please submit your application materials by
* p.m. (MST) Tuesday, February 6, 2018**.
* Special Instructions
* Candidates must apply online through **www.du.edu/jobs** to be considered.
* Only applications submitted online will be accepted.
* Once within the job description online, please scroll to the bottom of the page to apply.
* For questions about this position, please contact hiring Allan Wilson at Allan
* Wilson@du.edu.
* Please include the following documents with your application:
* Resume
* Cover Letter

* Handle short deadlines and work in a busy environment and on multiple projects concurrently
* Manage the daily tasks of the other support staff in the office (admin, TC, marketing)
* Provide concierge level of customer service
* Develop systems, checklists and procedures to ensure the smooth and efficient operation of the office
* Build, grow and oversee all database management
* Prepare listing agreements and assist with showings and staging of properties
* Assist with marketing initiatives such as managing all social media platforms on behalf of the agent and re-branding projects
* Network with other agents and build referral program
* Phone and email management, calendar organization, task management
* Keep the team on track and focused on key tasks Key Software Proficiency
* CRM Programs (such as Ninja Selling, Contactually, Asana)
* CMA software
* MS Office Suite (Word, Excel, etc)
* Social media platforms Why you should work for this

* Performs a variety of administrative tasks for assigned staff including but not limited to phone support, draft, preparation and distribution of correspondence, expense reporting, calendar and scheduling, meeting coordination, filing and copying, etc.
* Maintains tenant, vendor and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.
* Works with Building Technician staff and vendors to compile a list of maintenance items.
* May open work orders.
* Coordinates and monitors status of work assigned to vendors.
* Coordinates tenant events and appreciation.
* Assists with publication and distribution of tenant newsletter.
* May initiate rent collections correspondence and phone contact with tenant where permitted by state regulations.
* Assists with budget preparation by researching costs for supplies and services and obtaining bids as directed.
* Comply with bid process guidelines.
* Assists with preparations of monthly and quarterly management reports.
* Assists with preparation of Common Area Maintenance (CAM) dues, invoices and related correspondence.
* Administers accounts payable and accounts receivable.
* Codes invoices for payment, inputs into accounting system and forwards original invoices to accounting for payment.
* Performs other duties as assigned.
* SUPERVISORY RESPONSIBILITIES
* No formal supervisory responsibilities in this position.
* May provide informal assistance such as technical guidance and/or training to coworkers.
* May coordinate work and assign tasks

* Builds and fosters relationship with meeting planners and tenants by creating, coordinating and executing tenant community events.
* Develops and coordinates concierge program and other convenience and hospitality services for the property.
* Oversees and coordinates scheduling of events at property and on site gym facility.
* Consults with clients to determine event needs such as space, physical set-up, AV and technical requirements, catering and other event support.
* Prepares tenant newsletters, electronic blasts and property marketing materials.
* Updates community portal.
* Participates in marketing discussions and plays integral role in prospective client tours.
* Ensures property condition issues are corrected through timely submission of work order requests.
* Walks common area spaces regularly to assess site conditions.
* Maintains tenant, vendor and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.
* Assists with budget preparation by researching costs for supplies and services and obtaining bids as directed.
* Comply with bid process guidelines.
* Assists with preparations of monthly and quarterly management reports.
* Assists with preparation of Common Area Maintenance (CAM) dues, invoices and related correspondence.
* Administers accounts payable and accounts receivable.
* Codes invoices for payment, inputs into accounting system and forwards original invoices to accounting for payment.
* Performs other duties as assigned.
* SUPERVISORY RESPONSIBILITIES
* No formal supervisory responsibilities in this position