Senior Lease Administrator

Overview

The Senior Lease Administrator is responsible for resolving all real estate operational issues for Navy Federal's existing and growing portfolio of Branches, Remote ATMs, and field offices. The Senior Real Estate Administrator, in conjunction with the Lease Administrators, will be responsible for: 1) drafting, negotiating, and managing critical lease, license, and operating agreement documentation, 2) providing accurate interpretation and management of lease, license, and operating agreement documentation, 3) performing substantive research related to NFCU leases to maximize tenant rights and ensure compliance with landlord and tenant obligations, 4) management of all lease, license, operating agreement documentation in the real estate information system, and 5) providing support for real estate purchase and dispositions. The position will provide BOFM's reporting and support on real estate matters effecting the existing and expanding branch, remote ATM, and office network throughout the World, including on DoD installations.

Responsibilities

1. Lease Abstraction and Lease Data
   1. Responsible for the abstraction and set up of all lease documents (new leases, amendments, terminations, assignments, subleases, etc.) and other real estate agreements in FinQuery, Tango, FM Systems or other real estate system, over 500 properties.
   2. Review and interpret legal terminology and lease clauses for all Branch Operations stakeholders consulting with General Counsel as necessary
   3. Calculate and enter necessary billing adjustments for rent, rent increases, CAM, taxes, insurance, and any other landlord pass-throughs as well as Tenant Improvement credits and other abatements.
   4. Maintain all relevant lease information including key dates, rent, critical lease provisions.
   5. Serve as advisor to Lease Administrators on interpretation and applicability of lease provisions.
2. Lease Renewals
   1. Negotiate lease amendments/renewals for branch, ATM, and small office properties
   2. Process internal Notice of Intent to Renew approvals with Branch Operations stakeholders and Procurement
   3. Solicit, gather, and report Branch Operations stakeholder feedback on the viability of renewing branch, remote ATM, and small office leases for quarterly leadership meetings
3. Real Estate Reporting
   1. Maintain Real Estate Plan document and distribute to BOD Stakeholders on a weekly basis
      1. Solicit, gather, and review BOFM project information
      2. Maintain project cost center information
   2. Update and distribute Site Acquisition Report with Real Estate project manager input
   3. Coordinate quarterly 5300 reporting of outstanding lease obligations to NCUA
   4. Document meeting minutes for Branch Operations' Long Range Plan meetings
   5. Gather and distribute ad hoc real estate reports
4. Lease & Sale Agreement Document Processing
   1. Route Lease memos for internal approvals
   2. Coordinate real estate contract execution (lease, sale agreements, etc.) with Procurement, including providing all supporting documentation necessary for execution.
   3. Review purchase Closing statements for accuracy with Real Estate Project Manager and General Counsel
5. FinQuery or other Real Estate Systems
   1. Responsible for entry and maintenance of lease data in FinQuery and other real estate management systems
   2. Maintain all reporting from FinQuery including working with vendor to refine report queries and formats
   3. Conduct periodic audits of FinQuery to ensure team compliance with FinQuery data integrity process
6. DoD Agreements
   1. Prepare draft proposal letters for branch, remote ATM, and small office space on military installations located in CONUS/OCONUS
   2. Negotiate License and Operating Agreements with DoD representatives
   3. Serve as primary Navy Federal real estate contact for DoD representatives including installation command, CULOs, NAVFAC, Army Corps of Engineers, and others
7. Estoppels and SNDAs
   1. Review landlord requests for Estoppels and SNDAs
   2. Conduct diligence review to verify 100% accuracy of lease information on Estoppels and SNDAs ensuring timely compliance with lease obligations
8. Manage Acquisition Team Vendors
   1. Oversee Lease Administrators or directly manage the relationship with one or more of the team vendors below:
      1. Property Condition Assessments
      2. Property Tax Valuation Disputes
      3. Real Estate Information System
         1. Maintain current CoStar agreement and allocation of team licenses
      4. Brokers
         1. Maintain current Tenant Representation and Listing agreements, and process renewals
9. Business Licenses
   1. Process paperwork for new and renewal business licenses
   2. Budget and process payment for all branch, ATM, small office business licenses
10. With a team of Lease Administrators, serve as branch, remote, ATM, and small office landlord's primary Navy Federal contact
    1. Process and react to Legal Notices, coordinating with General Counsel
    2. Oversee Lease Administrators in providing annual and event Certificate of Insurance documentation as well as ad hoc insurance requests
    3. Independently interact with landlords on document discrepancies
11. Serve as Acquisition team lead in compiling and maintaining files and audit packages for Internal Audit/Branch Operations Operational Risk
12. Other projects as assigned

Qualifications

• Advanced knowledge of real estate concepts, terms, and lease accounting
• Excellent attention to detail
• Ability to interpret complex commercial lease language
• Extensive document drafting experience including redlining and comparison features
• Ability to multi-task and prioritize assignments while delivering consistent, quality work product to property managers, brokers, attorneys, and clients
• Experience using a lease administration database
• Excellent computer skills with an understanding of spreadsheet, word processing, database software and the Internet
• Advanced organizational skills
• Advanced verbal and written communication skills
• Excellent problem solving skills and the ability to resolve potential conflicts
• Bachelor's Degree in Finance, Business, or Accounting or applicable experience

Desired Qualifications

• Paralegal experience
• Previous experience negotiating commercial real estate leases

Hours: Monday - Friday, 8:00AM - 4:30PM

Locations: 820 Follin Lane, Vienna, VA 22180 | 5510 Heritage Oaks Drive, Pensacola, FL 32526 | 141 Security Drive, Winchester, VA 22602 | 9999 Willow Creek Road, San Diego, CA 92131 | 295 Bendix Rd Suite 250, Virginia Beach, VA 23452 | 9001 Airport Freeway 9th Floor Suite 925, North Richland Hills, TX 76180 | 4 Concourse Pkwy, Suite #100 Sandy Springs, GA 30328| 11270 St Johns Industrial Parkway, South Jacksonville, FL 32246

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