Senior Coordinator, Leases & Contracts

National Audubon Society•New York, NY

8h•$62,500 - $81,000•Hybrid

About The Position

The National Audubon Society is a leading nonprofit conservation organization with 120 years of science-based, community-driven impact, dedicated to protecting birds and the places they need, today and tomorrow. Birds are powerful indicators of our planet’s health, acting as sentinels that warn us of environmental change and inspire action. Audubon works across the Western Hemisphere, driven by the understanding that what is good for birds is good for the planet. Through a collaborative, bipartisan approach across habitats, borders, and the political spectrum, Audubon drives meaningful and lasting conservation outcomes. With 800 staff and over 1.9 million supporters, Audubon is a dynamic and ever-growing force committed to ensuring a better planet for both birds and people for generations to come. Learn more at www.audubon.org and on Facebook, Twitter and Instagram @audubonsociety. Position Summary : Reporting to the Senior Director, Contracts and Finance Administration, the Senior Coordinator, Leases and Contracts will review, draft and administer leases and contractual agreements. They will also be responsible for managing the lease and property database software, lease payments and renewals; training personnel on contract procedures and drafting; and completing and compiling all contract and lease documentation. The Senior Coordinator will work closely with finance and legal teams. This position is classified as hybrid preferred, remote within the United States considered, in accordance with Audubon’s “Where We Work” Policy. Hybrid employees are expected to work in an Audubon office every Monday and Tuesday and an additional two days each month of the employee’s choosing. Candidates should be located within commuting distance of one of Audubon’s offices, which include locations in: Albuquerque, NM; Albany, NY; Anchorage, AK; Baltimore, MD; Charleston, SC; Chicago, IL; Columbia, SC; Fargo, ND; Fort Collins, CO; Lincoln, NE; Miami, FL; New Orleans, LA; New York, NY; Oakland, CA; Palm Desert, CA; Roseville, MN; Sacramento, CA; Salt Lake City, UT; Tallahassee, FL; Tampa, FL; and Washington, DC.

Requirements

At least three years demonstrated work experience in an administrative or office management position to include working with leases and real estate documents.
A high level of organizational skills, a respect for details, and a meticulous attention to accuracy. Must be able to spot errors and inconsistencies.
Requires a high level of accountability and responsibility.
Experience reviewing business terms and understanding of contractual language required.
Excellent writing and oral communication skills, as well as good analytical, editing, and proofreading skills.
Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
Ability to adapt to various software and automated systems.
Exceptional customer service skills and an excellent email and telephone demeanor.
Ability to engage professionally with employees at all levels and in all areas of the organization.
Must be good humored and a team player.
A self-starter with a proactive approach to assignments, one with the ability to work both independently and as part of a team, solve problems with limited supervision, prioritize tasks, and meet deadlines.
Associates degree in related field required

Nice To Haves

Experience with Lease Software preferred.
Bachelors Degree preferred.
Experience fostering inclusive and collaborative work environments is valued.

Responsibilities

Review office leases and amendments for all locations in Audubon network; work closely with General Counsel on non-standard and more complex arrangements.
Set up payments and monitor monthly to ensure compliance with lease terms.
Review and process additional landlord billings.
Manage payment and return of security deposits.
Track critical lease-related dates for renewals, options and expirations.
Work with network to ensure proper documentation is in place prior to lease termination.
Monitor and document employee residential occupancy agreements.
Work with HR to ensure employees residency complies with IRS guidelines.
Maintain lease software database; enter all lease documentation and related information into database; ongoing and timely verification and abstraction of lease information and appropriate updating of database.
Assist in providing lease software as a management tool for stakeholders and analysis Review and assist in drafting Audubon standard contracts as requested by network.
Ensure essential terms are included and described clearly and completely.
Determine if complexity of agreement requires further legal or financial review.
Preliminary review of non-standard agreements. Consult with General Counsel as necessary.
Train staff on contract procedures and proper contract drafting.
Analyze potential risks that contract terms or changes may pose to organization.
Ensure internal due diligence completed & contracts conform to Audubon policies.
Review final documents for completeness. Ensure all salient terms are included, proper forms are used, boilerplate terms and conditions are included and that all attachments and referenced exhibits are in place.
Shepherd agreements through headquarters office review and signature process.
Ensure executed agreements are communicated to necessary parties to provide contract visibility and awareness and to fulfil regulatory filings.
Maintain contract files in Audubon’s contract software program.
Address contractual payment queries from Accounts Payable Regularly review policies and procedures and make recommendations for improvements that allow for efficient and smooth functioning operations.
Support Finance and other staff through transition to new Contract Management System and Purchasing Processes Collaborate with Audubon staff to ensure that equity, diversity, inclusion and belonging principles are incorporated and followed in all aspects of our work.
Maintain and foster culture of safety.
Perform other job duties as assigned to support Director, Finance Administration.