Manager of Trust Commercial Real Estate & Unique Assets

Northwest Trustee & Management Services LLC•Spokane, WA

11h

About The Position

The Manager of Trust Commercial Real Estate & Unique Assets administers, oversees, supports valuation, monitors risk, and provides fiduciary stewardship for non-traditional assets held in trust accounts. Approximately 70% of the work is dedicated to commercial real estate, with the remaining 30% focused on other unique and illiquid assets, such as private business interests, partnerships, loans, private investments, mineral interests, and intellectual property. This hands-on asset management and administration role requires exceptional organization, documentation, and analytical skills. The manager maintains complete and accurate asset records, coordinates with internal and external professionals, monitors asset performance and risks, and ensures assets are administered in accordance with fiduciary standards and governing trust documents. The position is the primary coordination point for complex trust-owned assets and works with trustees, beneficiaries, attorneys, CPAs, appraisers, property managers, brokers, lenders, investment professionals, and other specialists to protect trust interests and support sound fiduciary decisions. The role reviews ownership and governing documents, maintains asset registers and files, tracks recurring administrative and compliance requirements, reconciles asset records with trust accounting, and supports fair-market-value documentation and reporting. For commercial properties, it oversees third-party professionals and monitors property operations, budgets, occupancy, cash flow, valuations, insurance, taxes, capital projects, environmental matters, and significant events. It also maintains records and tracks financial, ownership, legal, and operational matters for private company interests, loans, and other alternative assets. The manager identifies and monitors legal, financial, operational, liquidity, valuation, insurance, and concentration risks; escalates material issues to trust leadership and advisors; and recommends corrective actions and process improvements. Success is measured by accurate, audit-ready records; timely tracking of valuation, insurance, tax, and compliance requirements; early identification and escalation of material risks; reliable information for trustees; and effective coordination of external professional relationships. Northwest Trustee & Management Services, LLC was established in 1989 and provides fiduciary services in the Pacific Northwest. Its mission is to enrich lives, honor family legacies, build enduring relationships, and minimize family conflicts while adhering to high ethical standards, treating clients with respect and understanding, providing clear and timely advice and service, and honoring confidentiality.

Requirements

At least 5 years of substantive commercial real estate experience or unique asset experience.
Strong understanding of commercial real estate fundamentals and the ability to apply disciplined oversight to privately held, illiquid, and alternative assets.
Experience reviewing property-level and entity-level financial statements, leases, ownership and loan documentation, valuations, and other due-diligence materials.
Experience working with attorneys, CPAs, trustees, appraisers, brokers, lenders, investment professionals, and asset or property managers.
Ability to organize and manage complex asset information, exercise sound professional judgment, maintain accurate documentation, and analyze financial and operational information.
Ability to handle highly confidential matters with discretion.
Commitment to Northwest Trustee’s core values of professionalism, compassion, integrity, and diligence.
Highly organized, detail-oriented, accountable, proactive, curious, and committed to continuous improvement.
Collaborative and courteous approach with coworkers, clients, and vendors; adaptable and willing to learn new systems, tools, and methods.

Nice To Haves

Experience overseeing multiple commercial properties and working with third-party property managers and real estate professionals.
Bachelor’s degree in finance, accounting, business, real estate, or a related field.
Trust administration or family office experience.
Exposure to private investments, LLC or partnership administration, private lending, asset valuation, or other unique assets.
Knowledge of fiduciary accounting and taxation.
CCIM (Certified Commercial Investment Member) or CPM (Certified Property Manager).
CTFA, CFP, CPA, CFA, JD, LEED AP, or another relevant real estate, fiduciary, financial, or legal designation.

Responsibilities

Verify that assets are properly titled or assigned to the trust or trustee and maintain evidence of the trustee’s authority to hold and administer each asset.
Review ownership and governing documents, identify missing title, valuation, tax, insurance, consent, or supporting documentation, and escalate material gaps.
Monitor transfer restrictions, buy-sell provisions, liens, pledges, guarantees, and other ownership limitations; coordinate legal review when needed.
Maintain the Trust Unique Asset Register, individual asset files, ownership records, checklists, schedules, and supporting documentation; follow up on missing items and keep records current.
Track valuations, insurance, property taxes, leases, operating and capital requirements, capital calls, distributions, payments, maturities, filings, renewals, and material events, coordinating with internal teams and third parties as needed.
Reconcile asset records with trust accounting and maintain fair-market-value support, income and distribution information, debt and liability data, and capital commitments for trustee, tax, accounting, and annual-review needs.
Maintain comprehensive commercial-property and ownership records and oversee third-party property managers, brokers, leasing agents, consultants, and other real estate professionals engaged on behalf of trust-owned properties.
Review and monitor property occupancy, budgets, cash flow, valuations, insurance coverage, property taxes, capital projects, environmental matters, and significant property-related events.
Maintain governing and ownership records for LLC and private company interests and track ownership, capital accounts and calls, distributions, voting rights, capitalization tables, financial reporting, and material changes.
Maintain loan files and track balances, payments, maturities, defaults, collateral, guaranties, modifications, assignments, security documents, mortgages or deeds of trust, and UCC filings where applicable.
Maintain appropriate ownership, valuation, and administrative records for non-traded securities, private investments, mineral interests, intellectual property, and other illiquid assets; track restrictions, capital calls, distributions, financial reporting, and material events as applicable.
Identify and monitor legal, financial, operational, liquidity, valuation, insurance, and concentration risks across assigned assets.
Escalate material issues, covenant breaches, significant asset events, litigation matters, and documentation deficiencies to trust leadership and appropriate advisors.
Ensure asset administration supports fiduciary obligations, trust objectives, and regulatory expectations.
Recommend corrective actions and process improvements to reduce risk and enhance oversight.
Coordinate effectively with trustees, beneficiaries, attorneys, CPAs, appraisers, property managers, brokers, lenders, investment professionals, and other specialists.