Lease Administrator and Records Analyst

University of Virginia•Charlottesville, VA

4d•$75,000 - $85,000•Onsite

About The Position

The Lease Administrator and Records Analyst is part of the University of Virginia’s Real Estate & Leasing Services (REaLS) team and supports administration of the University’s real estate portfolio. The role covers lease administration, payment processing, records management, and real estate data maintenance. It helps ensure compliance with lease obligations and the accuracy and integrity of real estate records and systems, while coordinating with University stakeholders to support strategic and operational real estate objectives. REaLS oversees the University’s owned and leased properties and supports its strategic real estate objectives through lease administration, portfolio management, acquisitions, property records management, and space-related planning. The office serves as a centralized resource for real estate matters across the University. This is an exempt-level, benefited position based in Charlottesville, Virginia, and must be performed fully on-site. The anticipated hiring range is $75,000–$85,000, commensurate with education and experience. The role is primarily sedentary and involves extensive desktop computer use, with occasional travel some distance to attend meetings and programs.

Requirements

Bachelor’s degree or a combination of education and related experience in lieu of a degree.
At least 1 year of relevant experience.

Nice To Haves

Two years of experience in commercial real estate lease administration, property administration, real estate operations, records management, or a related field.
Experience maintaining databases, records systems, and financial or operational data.
Experience processing invoices, payments, reconciliations, or other financial transactions.
Experience administering contracts, leases, licenses, or other legal or business agreements, including through portfolio management software.
Knowledge of commercial lease administration and real estate accounting principles.
Experience reviewing leases, easements, licenses, deeds, surveys, title documents, and related property records.
Experience within higher education, healthcare, government, or another complex institutional environment.
Literacy in utilizing AI-enabled tools and workflow automation solutions, with an understanding of responsible and ethical use.
Virginia real estate license or related professional certification.

Responsibilities

Administer income and expense leases, licenses, easements, facility use agreements, and other real estate agreements.
Abstract and maintain lease terms, critical dates, financial obligations, and property information in the University’s real estate database.
Monitor lease requirements, renewals, expirations, rent escalations, notice periods, and other key obligations.
Review operating expense reconciliations, common area maintenance charges, and other pass-through expenses for accuracy and compliance with lease terms.
Prepare lease-related correspondence and coordinate with landlords, tenants, and University stakeholders.
Ensure lease files are complete, organized, and maintained according to University standards and records retention requirements.
Process lease and license payments accurately and timely.
Reconcile lease payments, invoices, reimbursements, and related financial transactions.
Support budget planning, invoice processing, journal entries, and financial reporting related to the real estate portfolio.
Assist in monitoring rental income, recoveries, and reimbursable expenses.
Maintain comprehensive electronic and physical real estate records.
Manage property ownership, lease, and transaction data in the University’s real estate information systems.
Conduct regular audits and quality-control reviews to ensure data accuracy and completeness.
Develop and maintain procedures for records management, retention, and reporting.
Generate reports and provide data for audits, compliance reviews, public records requests, and operational needs.
Research and verify property information using deeds, tax records, surveys, title information, and other public-record resources.
Support REaLS operations through lease administration, records management, portfolio reporting, transaction support, and special projects.
Collaborate with Finance, Facilities Management, Procurement, Legal, and other University departments on real estate matters.
Support real estate transactions, property management activities, due diligence efforts, and portfolio initiatives.
Recommend process improvements to enhance efficiency, data integrity, compliance, and customer service.