Facilities Officer (Lease Administration and Account Management) - CSFDF (Contractual)

International Monetary Fund•Washington, DC

About The Position

The Corporate Services and Facilities Management Department of the IMF is seeking an experienced Facilities Officer to oversee lease administration and account management for an assigned portfolio of IMF-owned and leased real estate assets. The Facilities Officer (Lease Administration) will lead lease administration and account management activities for an assigned portfolio of leases and properties. The incumbent will support and coordinate lease lifecycle obligations, authoritative records, critical dates, renewals, amendments, terminations, contractual compliance, financial obligations, account reporting, risk identification, and performance oversight. The officer will work closely with portfolio managers, the Residential Real Estate Services Officer, internal partners, field stakeholders, and third-party providers to ensure that transactions are accurately transitioned into ongoing lease administration and that required actions are initiated and completed in advance of contractual deadlines.

Requirements

Educational development, typically acquired by the completion of a relevant advanced university degree, or equivalent, in Real Estate, Facilities, Hospitality or Design and Construction or related field; or a bachelor's degree, or equivalent, supplemented by a minimum of six (6) years of relevant professional experience in Real Estate, Facilities, Hospitality or Design and Construction or related field, is required.
In the alternative, a minimum of two (2) years of experience in a related position at Grade A08, or equivalent, is required.
Demonstrated experience in lease administration, lease transactions, account management, or corporate real estate.
Strong knowledge of lease clauses, abstracts, financial obligations, critical dates, renewals, amendments, terminations, options, notices, and landlord obligations.
Experience using CoStar Real Estate Manager or another lease administration or integrated workplace management platform.
Demonstrated ability to prepare lease financial analyses, monitor occupancy costs, and identify financial exposure and risk.
Strong analytical, reporting, documentation, and records management skills.
Experience supporting or conducting landlord negotiations and resolving lease related commercial or compliance issues.
Strong stakeholder management skills and the ability to coordinate across Legal, Finance, Procurement, Security Services, operational teams, and external providers.
Ability to manage multiple lease actions and deadlines across jurisdictions and time zones.
Strong judgment, tact, diplomacy, and discretion in challenging or politically sensitive situations.
Strong written and oral communication skills in English.

Nice To Haves

Proficiency in French, Spanish, Arabic, or Russian would be an advantage.
Experience working in a multicultural organization would be an advantage.

Responsibilities

Administer and coordinate activities related to an assigned global portfolio of lease agreements, including renewals, amendments, extensions, terminations, options, notices, expirations, and other contractual actions.
Maintain accurate, complete, current, and auditable lease records in approved CRE and document-management systems, including lease abstracts, financial obligations, escalation provisions, deposits, options, landlord obligations, amendments, critical dates, approvals, and supporting documentation.
Monitor lease milestones and critical dates and initiate renewal, amendment, extension, termination, or exit actions sufficiently in advance of contractual deadlines.
Establish and maintain a structured handover process through which newly executed transactions are transitioned from the Residential Real Estate Services Officer, or other transaction leads into ongoing lease administration.
Lead negotiations with landlords and counterparties for renewals, amendments, terminations, disputes, and other assigned lease actions, coordinating with the responsible portfolio manager and relevant internal partners.
Partner with the Legal Department and local counsel to ensure lease actions incorporate standard IMF provisions, privileges and immunities, risk protections, and applicable jurisdictional requirements.
Track and monitor lease-related financial obligations, including rent schedules, escalation provisions, deposits, reconciliations, restoration obligations, and other recurring or contingent occupancy costs.
Coordinate with Finance, Procurement, and relevant CRE support staff to validate lease-related financial obligations, resolve discrepancies, support payment accuracy, and maintain an auditable transaction record.
Prepare and maintain account level and consolidated reporting on lease status, upcoming expirations and actions, financial exposures, deposits, exceptions, landlord obligations, compliance issues, and key risks.
Provide data-driven analysis and recommendations to support account planning, cost management, risk mitigation, and optimization of the IMF real estate footprint.
Monitor adherence to landlord obligations and contractual service requirements and coordinate corrective actions or escalation where obligations are not met.
Manage assigned lease-administration vendors and other third-party providers, including performance against scope, service levels, timelines, quality requirements, documentation standards, and cost parameters.
Work with Portfolio Managers and the Residential Real Estate Services Officer to coordinate lease renewals, amendments, exits, landlord escalations, deposit recovery, and lease close-out across office and residential accounts, while maintaining continuity in staff facing residential cases.
Collaborate with IT, Transportation, Procurement, Legal, Security Services, Finance, field stakeholders, and other relevant partners to improve lease operations, controls, data quality, cost effectiveness, and service delivery.
Ensure that procurement and vendor engagements comply with IMF policies and procedures and maintain transparency, accountability, and audit readiness.
Support the Section Chief and Senior Facilities Officers on account reviews, special projects, and other CRE strategic initiatives.