Lease Coordinator

Lease Coordinator

Location: San Antonio, TX

Regular/Temporary: Regular

Job ID: 12837

Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more https://www.utsa.edu/, on https://www.utsa.edu/today/ or on https://twitter.com/utsa, https://www.instagram.com/utsa/, https://www.facebook.com/utsa, https://www.youtube.com/user/utsaor https://www.linkedin.com/school/the-university-of-texas-at-san-antonio/?lipi=urn%3Ali%3Apage%3Ad_flagship3_university_admin%3BFcmdPCevQ7ebJE1xpIJlRw%3D%3D.

In 2024, the https://www.utsa.edu/today/2024/08/story/utsa-and-ut-health-san-antonio-merger-announced.html authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 01/03/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $55,000 annualized with flexibility, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover Letter is preferred.

Essential Functions

Job Summary

The Real Estate Lease Coordinator supports the University Real Estate Office in managing the leasing activities for the institution's property portfolio. Reporting directly to the Real Estate Manager, the Lease Coordinator is responsible for administering lease agreements, maintaining lease records, ensuring compliance with lease terms, and acting as a liaison between the university and its tenants or landlords. The coordinator will assist in all phases of the lease process, from initiation to execution, and work to optimize space utilization for the university.

Core Responsibilities

Lease Administration:

• Assist with the preparation, review, and processing of lease agreements, amendments, and renewals.
• Maintain accurate lease files and records, ensuring that all lease documentation is complete and up to date in the lease management system.
• Track and manage important lease dates, including lease expirations, renewals, rent escalations, and other key lease terms.
• Coordinate with legal, finance, and property management teams to ensure leases are compliant with university policies and legal regulations.
Tenant Relations:

• Serve as the primary point of contact for tenants, responding to inquiries about lease terms, rent payments, and property issues.
• Coordinate tenant move-ins and move-outs, ensuring a smooth transition and adherence to lease requirements.
• Assist with tenant requests and liaise with property managers to address maintenance or space modification needs.
Financial Coordination:

• Assist in the preparation and monitoring of lease-related financial documents, including rent schedules, invoicing, and payment processing.
• Work closely with the finance department to track rental income and ensure timely receipt of rent payments.
• Support the Real Estate Manager in preparing lease-related financial reports and forecasts.
Data Management & Reporting:

• Maintain a database of all active leases, ensuring accurate data entry and record-keeping.
• Generate lease reports for the Real Estate Manager, summarizing key lease terms, critical dates, and financial data.
• Prepare lease abstracts and other reports to support decision-making within the Real Estate Office.
Compliance & Due Diligence:

• Ensure that all lease agreements comply with university policies, local regulations, and zoning requirements.
• Coordinate with property management and legal teams to ensure lease-related compliance tasks are completed, such as safety inspections, zoning verifications, and insurance renewals.
• Assist in managing risk by tracking tenant insurance requirements and ensuring proper documentation is on file.
Communication & Stakeholder Coordination:

• Communicate regularly with university departments, tenants, and external property managers to provide updates and resolve issues related to lease agreements.
• Facilitate meetings and coordinate between the Real Estate Office and various stakeholders to ensure effective communication around lease terms and property availability.
Required Qualifications

• Bachelor's degree in Real Estate, Business Administration, Property Management, or a related field.
• 2 years of experience in real estate, lease administration, property management, or a similar role.

• Additional experience may substitute for education on a one year for one year basis.

• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with lease management software or databases.
• Excellent verbal and written communication skills, with the ability to interact effectively with a range of stakeholders.

Preferred Qualifications

• Experience with lease documentation and understanding of lease agreements is preferred.
• Experience working in a higher education or public sector real estate environment.
• Familiarity with property management, lease agreements, and real estate transactions.
• Knowledge of local real estate market trends and legal requirements.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

Working Environment:

• Office environment.
• After hours and weekend work is required on an occasional basis.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.

This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.

To view the full job posting and apply for this position, go to https://apptrkr.com/5848024

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