Lease Administration Associate

Stanford University

Lease Administration Associate

Job Number:

The Lease Administration Associate will work in the Real Estate office of Stanford's Land, Buildings and Real Estate.

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University's physical plant on its endowed lands (academic and investment properties) along with the more recent (purchase, entitlement, investment management and soon-to-be-redeveloped) Stanford Redwood City (SRWC) campus. LBRE is responsible for the management of construction, buildings and grounds maintenance, space allocations, land use and environment planning, energy, sustainability, transportation and parking, heritage services and commercial real estate investments. All of these areas support Stanford's mission and make advancements across the academic spectrum possible. LBRE's work is founded upon the collective values of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university's academic mission, preserving and enhancing Stanford's lands, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy."

Responsible for research and integrity of lease data in the Real Estate department's Yardi Voyager database encompassing over 230 leases and ensuring conformance with lease requirements for the Real Estate Finance and Lease Administration group.

JOB PURPOSE: Administer and support programs or functions under general supervision.

  • Independently implement, administer and evaluate day-to-day activities in Real Estate and lease administration. Act as key contact in researching and responding to requests from the Real Estate Department's general information phone line and email.
  • Collect and analyze data within Yardi Voyager to insure accuracy, create reports, and initiate research to obtain correct data when necessary
  • Abstract lease data for entering into the Yardi Voyager database
  • Responsible for granting Consents, Tri-Party Agreements, Estoppels, Storm Water Maintenance Agreements and other documents as needed (i.e., manage timelines, review documents for accuracy, track documents out for execution)
  • Analyze and interpret tenant insurance requirements of all leases in the in the Real Estate portfolio and interface with lessees and insurance companies to ensure compliance. Liaison with lessees/tenants, third party property managers, consultants and attorneys to ensure compliance with lease requirements
  • Assist with monitoring of the Yardi Voyager database and development of lease administration policies and procedures
  • Develop, revise and implement best business practice and procedures for all critical lease data required for Yardi Voyager database
  • Monitor critical dates in Yardi Voyager database and notify asset managers and/or lessees of upcoming action items (i.e., lease expirations, renewal option notices, due diligence requirements and certificates of insurance)
  • Responsible for downloading legal invoices from the Serengeti Tracker database, and obtaining approval from asset managers
  • Prepare direct tenant and ground lease correspondence relating to lease administration items as needed (i.e., insurance certificate requests, security deposit follow-up, letter of credit monitoring, tenant improvement and alteration approval letters)
  • Responsible for maintaining and assisting with continued development of Real Estate portfolio soft-copy filing system
  • May direct staff to perform various tasks and assignments. May also supervise staff. * - Other duties may also be assigned MINIMUM REQUIREMENTS: Education & Experience:
    • Bachelor's degree and 3 years of commercial real estate experience, or a combination of education and relevant experience
    • Extensive document drafting experience, including redlining, and comparison features
    Knowledge, Skills and Abilities:
    • Experience with Yardi Voyager database system, or other property management software
    • Ability to accurately abstract complex lease data
    • Proficient in Microsoft Office (Excel, Word)
    • Ability to routinely and independently exercise sound judgment in making decisions.
    • Demonstrated experience working independently and as part of a team
    • Detail oriented, accurate and well organized
    • Demonstrated excellent organizational skills.
    • Ability to communicate effectively both orally and in writing
    • Demonstrated ability to take initiative and ownership of projects
      • Demonstrated ability to prioritize own work and multi- task and manage multiple projects and work well with interruptions
    • Able to think independently, solve problems and exercise good judgment
    • Ability to direct the work of others, for jobs requiring supervision
    Certifications and Licenses: None
    • Constantly perform desk-based computer tasks.
    • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
    • Occasionally use a telephone.
    • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    Routine extended working hours during peak cycles.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Finance

    Location: Land, Buildings and Real Estate
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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