Description of Position

The Lease Administrator position is responsible for the day-to-day management of lease administration services at the University of Minnesota.   The Lease Administrator performs lease administration functions to ensure compliance of lease terms, tracking of financial obligations for all lease documents, and provide operational support in the management of facilities while maintaining associated relationships with University departments, tenants, property managers and landlords.  The Lease Administrator uses their expertise to maintain a portfolio of lease agreements in the University’s Lease Administration software and manage related daily/monthly/annual processes.  This involves developing and maintaining administrative systems; managing the procurement processes for lease transactions; preparing reports and correspondence; and researching and responding to complicated and/or sensitive inquiries related to leases.  The incumbent is expected to demonstrate a versatile and adaptable skill set and must be able to shift easily to new assignments, learn new skills, and build new professional relationships across units.

Responsibilities require the use of PeopleSoft, Tririga, and other financial and reporting software. The position requires a knowledge of commercial leases, problem solving, decision making, and independent judgment.  The lease administrator should be able to work independently.

This is a 12 month, 100% time civil service position, which reports to the Director of Leasing and Property Management of Planning, Space, and Real Estate. 

Essential Functions of Position

60% – Lease Administration Responsibilities
● Function as the unit point-person and subject matter expert on issues related to Lease records entered into the Tririga Asset Management Systems.  Liaise with central units to assist staff as issues arise
● Abstract and interpret leases and related documents for input in database
● Manage, update, and provide support to various departments to ensure database accuracy
● Monitor leases to ensure critical dates are met (renewals, terminations, percentage rent, etc.)
● Annual reconciliation of Operating Expenses, CAM, Real Estate Taxes, and Insurance
● Maintain lease terms in database and ensure accuracy for monthly billings, annual CPI increases, collections, percentage rent calculations, etc.
● Work to resolve tenant/landlord lease payment issues
● Continually monitor system information for accuracy, including but not limited to rent roll validation, square footage calculations, aged delinquencies, etc.
● Prepares and distributes critical date reports; maintains tickler system for tracking important dates and tasks.
● Integrates the management of real estate leasing into decision making processes aimed at providing the best possible return to the University. 
● Serves as a subject matter expert on University leasing and is called upon to provide expertise, consulting, and information to units and University leaders as needed.
● Develop and maintain procedural guides for real estate specific Tririga entry processes ensuring consistency and adherence to University policy
● Collaborate with University Services Finance in the AP/AR process associated with rent payments

10% - EFS and Tririga
● Lead the processing and payment of invoices related to leases in both the University’s Enterprise Financial System (EFS) and Tririga systems, ensuring timely payment to vendors, and anticipating any administrative or procedural bottlenecks with Accounts Payable 
● Manage purchase order requests and change orders in Tririga associated with leases
● Manage lease administrative systems such as databases and electronic filing systems not entered or tracked in the Tririga system
● Create, update and maintain supplier records in both EFS and Tririga.


20% - Real Estate Administrative Support
● Supports the Leasing Team with tracking and data entry associated with short-term use agreements, licenses, ATM agreements, Oil & Gas Leases, and hotel contracts
● Develop and maintain accurate files for all leases ensuring they contain current, accurate information
● Work closely with leasing team members to create and administer documents such as SNDA’s, estoppels and other forms necessary during the transaction processes
● Track and ensure accurate Certificates of Insurance are on file and up-to-date in database
● Monitor Real Estate Office general email inbox and triage inquiries
● Assist staff with lease interpretation and compliance, billings, annual reconciliations, CPI increases and audits
●
● Prepares invoices for tenants, reconciles tenant accounts, reviews incoming invoices for errors/accuracy with lease document and ensures correct coding.
● Identify and implement new ways of managing the lease transaction process of the office in order to improve efficiencies.  Develop and oversee lease administrative and operational workflows for the unit
● Refer, advise or recommend appropriate courses of action to address lease administration needs

10% - Special Projects
The Lease Administrator represents the Real Estate Office on other University Projects as assigned, which could include development of procedures to increase efficiencies, research projects, property evaluations, market studies, and liaison to other University departments. Serves as project lead on select initiatives. 

Work Environment

Work is performed in a hybrid office/remote work environment, with a minimum of one day a week (Wednesdays) in the office, which is subject to change. 

Hours are 8:00 – 4:30  or 8:30 – 5:00

Hiring Salary Range:  $55,000 - $65,000

Minimum Qualifications

● Bachelor's degree and 2 years of relevant work experience or a combination of related education and work experience to equal six years.
● Prefer knowledge of and experience with commercial real estate lease administration functions
● Prefer advanced skill and demonstrated ability in the use of Google suite (Mail, Calendar, Drive, Docs, Sheets, Forms) and MS Office Suite (Word, Excel, Powerpoint), as well as ability to problem solve related to basic office technology needs


Desired Qualifications
● Knowledge of and experience with University of Minnesota policies, systems, and procedures, and working understanding of different levels of the University governance system is preferred
● Knowledge of and experience with University of Minnesota purchasing policies, Tririga and Enterprise Financial System is preferred

Knowledge/Skills/Abilities

● Attention to detail
● Excellent organizational and interpersonal skills, and willingness to identify and implement new administrative and organizational systems
● Ability to communicate professionally, effectively, succinctly, and persuasively in writing, orally and interpersonally
● Ability to function in a collaborative and collegial environment; sensitivity to diverse workplace needs; high integrity and intelligence; excellent judgment; and an ability to generate trust and build alliances with co-workers
● Problem solving and analytic aptitude; ability to work independently with minimal guidance
● Excellent customer service skills
● Ability to maintain discretion and confidentiality
● Excellent time management and organization skills; ability to multi-task, and to prioritize tasks to meet deadlines
● Demonstrated integrity and flexibility
● Natural curiosity and excitement for the work performed by PSRE
 

About University of Minnesota, Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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