Legal Career Center

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: Commensurate with experience

Position Summary

The Real Estate Group is a division of Columbia University Facilities & Operation and is involved in implementing the commercial real estate strategic planning initiatives of the University. Accordingly, the group is responsible for the successful negotiation and execution of a diverse range of real estate transactions and the administration of a complex portfolio of commercial leases spanning all University campuses. Lease administration is responsible for the management of Columbia???s owned and leased commercial portfolio.  Lease administration includes lease review and abstracting, accounting and processing, lease audits, invoicing and payment processing, tracking lease terms, options, database management and reporting, occupancy cost analysis, budgeting and forecasting, reconciling of CAM/Real Estate tax and utility costs, document storage and maintenance.

Responsibilities

• Reporting to the Director, Operations for Lease Administration, the Senior Lease Administration (SLA) Manager is responsible for the account management of the commercial leasing portfolio, oversight of all accounts payable (A/P) and accounts receivable (A/R) related matters and manages the implementation of lease enforcement, appropriate record keeping and other property management measures and procedures on behalf of the Department.

• The incumbent effectively communicates relevant project information to superiors, resolves and/or escalates issues in a timely fashion and communicates difficult/sensitive information tactfully. The Manager will also manage Percentage Rent billing and sales audits.

• The Senior Lease Administration Manager oversees the Real Estate accounts receivables and implementation of A/R collection procedures in accordance with University policies. Working closely with the Director and Property Manager(s), s/he will supervise the timely collection of all account receivables, the accurate tracking of account arrears and the implementation of collection measures when necessary. 

• With the Director and Property Managers reviews tenant ledger account records for accuracy and interfaces with the Office of the Controller and CUF-IT to address tenant billing issues and other A/R and/or technical matters. With respect to the CU-as-Tenant portfolio, the SLA Manager is responsible for maintaining accurate lease database records, processing monthly rent (AR or AP Leases), coordinating with the various Columbia departments and user groups and generating periodic and Ad Hoc reports.

• Working closely with the Director, the SLA Manager coordinates with General Counsel on lease enforcement matters and interacts with brokers, agents, attorneys, investigators and other parties associated with any lease enforcement issues within the Real Estate portfolio.

• In addition, the SLA Manager is responsible for the accuracy of the database (Tririga), specifically as it relates accounts receivable and accounts payable tenant ledgers, and related correspondence. S/he works closely with the Director and the Lease Administration team in the review of lease agreements and other contracts, the accurate preparation and maintenance of lease abstracts, leasing schedules and data entry into the database system (Tririga).

• Performs other special projects as assigned.  May represent the Director in committees and meetings as directed.

Minimum Qualifications

• Bachelor's degree required and a minimum of 6-10 years related experience required. Direct experience with real estate client services and lease administration is required. Familiarity with common lease provisions and accounting concepts; ability to review complex real estate contracts and summarize critical provisions and obligations.

• Working knowledge of construction project management and ability to discuss plans, specifications, permitting, maintenance, utilities and construction concepts with property managers, tenants, brokers and colleagues in project management and operations. Prior experience in a not for profit, or similarly complex organizations a plus. Experience with Percentage Rent billing and sales audit.

• The ideal candidate must have a passion for excellent customer service and commitment to exceptional quality. The candidate must have outstanding organizational skills and be extremely detail-oriented in a high-volume environment. Ability to juggle multiple tasks, adhere to project deadlines, perform duties with poise under pressure, interact professionally with difficult clients, exercise sound judgment and manage time effectively.

• Strong technical skills required, including overall proficiency with Microsoft Office programs and advanced Excel knowledge. Proficiency in and aptitude for IBM TriRiga or other property management/financial accounting software program(s) required. Excellent bookkeeping, analytical and modeling skills.

• Experience in working with data generated from disparate systems helpful. The successful candidate must be a strategic thinker, with an open and collaborative style that encourages teamwork and cooperation.

• The candidate must operate using discretion and maintain confidentiality. Strong personal work ethic and unquestioned personal integrity are desirable qualities. Excellent oral and written communication skills a must. Spanish speaking a plus. 

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.