Real Property Asset Coordinator

Sound Transit•Seattle, WA

2d•Hybrid

About The Position

Under general supervision, coordinates all Property Management administrative activities; coordinates and manages data in Property Management databases and generates reports from each one; creates abstracts and agreement folders and keeps them up-to-date; oversees vendor invoice payment process; administers contracts; and tracks Property Management’s budget; composes and drafts staff reports for the Board approval process and assists in determining scope of work and specifications for contracts; assists in the administrative process for Incidental Use Requests and assists in the drafting of agreements and amendments and forwards to tenants; coordinates with finance department on collections; creates procedures for Enterprise one, data collecting, and reporting; and provides other administrative support assistance as requested. ESSENTIAL FUNCTIONS: The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Coordinates and administers agreements associated with third party tenants, licensees, permittees, and contractor compliance with insurance requirements of the terms and conditions of their agreements and Sound Transit risk management policies; follows up with third parties to obtain updated certificates of insurance, maintains audit-ready physical and electronic agreement files, and ensures all reports are updated and current; reviews all insurance questions and exceptions with Risk Management; updates templates to reflect the latest insurance requirements, including general liability and railroad protective liability. Serves as the liaison between Property Management and Contracts; coordinates and monitors contracts; drafts requisitions, specifications, Independent Cost Estimates, scopes of work, and staff reports. Responsible for oversight and coordination of work/task orders. This includes vendor billing oversight and attending vendor quarterly meetings as Property Management’s liaison. Coordinates and maintains property management databases and generates required reports from each; creates abstracts and agreement folders and maintains and keeps them updated and current; coordinates and oversees the SharePoint site for property management. Performs a variety of research as requested; conducts analysis and research on property, tenant, and fiscal related issues; documents findings and prepares reports, spreadsheets, and summary/ documentation for research results. Performs budget and invoicing tasks; creates, monitors, and confirms budget; tracks and monitors purchase order dollars and expiration dates. Reviews and approves accounts payable and accounts receivable reports; generates Property Management aging report and coordinates collections process with Finance Department; makes collection calls; follows through with documentation and results. Assists with processing 3rd Party Use Requests and drafting agreements, amendments, memos, and letters. Coordinates special projects as assigned; as a member of the E-1 user group, suggests and tests upgrades and modifications to the E-1 system; trains property management team on upgrades as needed; acts as a liaison between Property Management and Information Technology (IT). Provides support to the department on matters as directed; serves as staff on a variety of 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. 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.

Requirements

Associates Degree in Business Administration, Real Estate, Property Management, or closely related field; Three years of experience in providing administrative support to commercial leasing and property management functions, including experience with real estate right-of-way; budget/fiscal monitoring and tracking, including accounts payable and accounts receivable, data and records management; Or an equivalent combination of education and experience.
Operations, services, and activities of a property management program.
Real estate principles and practices related to property management and related matters.
Laws, practices, and legal instruments involved in real estate transactions and contracting.
Rental and lease agreements and procedures.
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.
Accounting, bookkeeping, and mathematical principles and practices.
Principles and procedures of record keeping.
Principles of business letter writing and 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.
Principles and practices of governmental budget preparation and administration.
Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
Intermediate Excel experience.
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.
Monitoring property leases and agreements.
Interpreting and explaining real property program area policies and procedures.
Rent collection techniques.
Preparing and maintaining all accounts payable, accounts receivable, and related accounting records.
Reading, understanding, and interpreting complex documents involved in real property 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.
Monitoring program/project operating budgets, costs, and schedules.

Responsibilities

Coordinates all Property Management administrative activities.
Manages data in Property Management databases and generates reports.
Creates and updates abstracts and agreement folders.
Oversees the vendor invoice payment process.
Administers contracts.
Tracks Property Management’s budget.
Composes and drafts staff reports for Board approval.
Assists in determining scope of work and specifications for contracts.
Assists in the administrative process for Incidental Use Requests.
Assists in drafting agreements and amendments and forwards to tenants.
Coordinates with the finance department on collections.
Creates procedures for Enterprise one, data collecting, and reporting.
Provides other administrative support assistance as requested.
Coordinates and administers agreements associated with third party tenants, licensees, permittees, and contractor compliance with insurance requirements.
Follows up with third parties to obtain updated certificates of insurance.
Maintains audit-ready physical and electronic agreement files.
Ensures all reports are updated and current.
Reviews insurance questions and exceptions with Risk Management.
Updates templates to reflect the latest insurance requirements.
Serves as the liaison between Property Management and Contracts.
Coordinates and monitors contracts.
Drafts requisitions, specifications, Independent Cost Estimates, scopes of work, and staff reports.
Oversees and coordinates work/task orders.
Oversees vendor billing and attends vendor quarterly meetings.
Maintains and updates property management databases and generates required reports.
Oversees the SharePoint site for property management.
Performs research on property, tenant, and fiscal related issues.
Documents findings and prepares reports, spreadsheets, and summary documentation.
Performs budget and invoicing tasks.
Creates, monitors, and confirms budget.
Tracks and monitors purchase order dollars and expiration dates.
Reviews and approves accounts payable and accounts receivable reports.
Generates Property Management aging report and coordinates collections process with Finance Department.
Makes collection calls.
Follows through with documentation and results.
Assists with processing 3rd Party Use Requests and drafting agreements, amendments, memos, and letters.
Coordinates special projects as assigned.
Suggests and tests upgrades and modifications to the E-1 system.
Trains property management team on upgrades as needed.
Acts as a liaison between Property Management and Information Technology (IT).
Provides support to the department on matters as directed.
Serves as staff on a variety of 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.
Champions and models Sound Transit's core values and demonstrates values-based behaviors.
Contributes to a culture of diversity, equity and inclusion.
Follows Agency safety rules, regulations, and procedures.
Integrates sustainability into everyday business practices.

Benefits

Two choices of medical plans
Dental plan
Vision plan
Long-Term Disability and Life Insurance
Employee Assistance Program
401a retirement plan with a 12% match by Sound Transit
457b retirement plan
25 days of paid time off annually with increases at four, eight and twelve years of service
12 paid holidays
Up to 2 paid floating holidays per year
Up to 2 paid volunteer days per year
12 weeks of parental leave for new parents
Pet Insurance discount
ORCA card at no cost for full-time employees
Tuition Reimbursement up to $5,000 annually
Inclusive Reproductive Health Support Services
Opportunities for professional development
Recognition from colleagues