Leasing Document Coordinator

Sound Transit • Seattle, WA

7d • $22 - $54 • Hybrid

About The Position

Under general direction, provides assistance in the administration of the Right of Way Management Plan for drafting and routing the more routine and less complex Property Management agreements, including rights of entry, licenses, leases, easements, and other documents that relate to requests for incidental use of Sound Transit properties for signature, and for requesting necessary federal transit administration (FTA) approval; conducts general research; reviews, edits, and interprets documents; obtains legal and risk management approvals for documents; ensures compliance with all terms and conditions contained within the documents; and interacts with internal departments, outside agencies, governmental officials, tenants, licensees, and applicants to facilitate completing the process.

Requirements

• Associates degree in Business Administration, Real Estate, Property Management  or related field. Three years of experience in real estate including drafting and maintaining property management agreements such as leases, licenses, rights of entry, and easements and right-of-way knowledge; Or an equivalent combination of education and experience.
• Operations, services, and activities of a real estate, right-of-way management, and property management programs.
• Real estate principles and practices related to right-of-way management and related matters.
• Laws, practices, and legal instruments involved in real estate transactions and contracting.
• Rental and lease agreements and procedures for negotiating and implementing such agreements.
• Construction plan sets, specifications, legal descriptions, parcel maps, and drawings; building and city codes.
• Principles and practices used in contract preparation and administration.
• Principles and practices of customer service.
• Project management techniques and principles.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles of customer service.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other division staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Negotiating property leases and agreements.
• Interpreting, explaining, and enforcing real estate leasing policies and procedures.
• Reading, understanding, and interpreting complex documents involved in real estate leasing transactions.
• Applying project management techniques and principles.
• Preparing and analyzing data and comprehensive reports.
• Maintaining confidentiality and communicating with tact and diplomacy.
• Applying appropriate oral and written communication techniques to various individuals.
• Working cooperatively with other divisions, Agency officials, and outside agencies.

Responsibilities

• Drafts leases, licenses, easements, rights of entry, amendments and other real estate documents and other related correspondence and documents that relate to requests for incidental use for the management of Sound Transit properties; reviews and negotiates comments; negotiates and converts acquired agreements to Sound Transit standard templates; and reviews and edits documents and correspondence prepared by Property Management.
• Assists with the processing of less complex and routine third party requests for use applications for incidental uses of Sound Transit property in accordance with the Right of Way Management Plan; prepares or assists with preparation of departmental response packages, routes accordingly to appropriate Sound Transit department and external entities; reviews and assists with drafting of legal documents once approved, and pursues FTA approval when appropriate; works on or assists with revisions to the Right of Way Management Plan and updates processes as they relate to all lines of business.
• Conducts general research of documents relating to projects including permits acquired from various governmental and municipal agreements, legal descriptions, drawings, parcel maps, and right of way maps to confirm ownerships, locations and the rights and responsibilities of Sound Transit and related parties.
• Manages third party tenants, licensees, permittees, and contractors compliance with the requirements of the terms and conditions of the agreements and Sound Transit risk management policies; follows up with third parties to obtain updated certificates of insurance to keep the files and reports updated and current; reviews all insurance questions and exceptions with the Risk Manager; updates templates to reflect the latest insurance requirements, including general liability and railroad protective liability.
• Prepares agreement summaries, abstracts, and database checklist (E1) to finalize document processes and assists with the input in the real estate tracking system; updates status reports including the pending list, and other reports as requested to manage and track information.
• Provides support to the department on matters as directed; serves as staff on a variety of boards, commissions, and committees; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• May work with property management Field Specialists as needed.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

Benefits

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees