Lease Administration Supervisor Jobs (NOW HIRING)

The USC department of Facilities Planning and Management (FPM) - office of Real Estate & Asset Management seeks a dynamic and strategic leader for an Assistant Director, Leasing to join their team.

Job Summary:

Assists in directing the operations of the University Park Campus (UPC) or Health Sciences Campus (HSC) lease administration, including lease negotiations and implementation, lease renewals, planning and administration, lease financial statistics and modeling, budget administration and working with the university space planning committee to identify lease space needs. Participates in short- and long-term planning efforts and program design. Participates in overseeing administrative functions to include planning and scheduling, delivery of services, program development and evaluation, policy development and implementation, and personnel administration, as assigned. Has responsibility for management of lease administration system to track leases and prepare various reports from the lease portfolio.

Job Accountabilities:

• Has responsibility for management of university leases and facilities management of university leased buildings. Negotiates leases and implementation for university leases, including new tenants and renewals for existing tenants. Modifies and restructures lease terms and conditions to maximize university value for assigned portfolio. Oversees tracking of certification of insurance.
  
• Oversees tenant and capital improvements in all leased properties. Selects vendors and monitors vendor performance by regular inspections. Oversees and/or participates in regular inspections of common areas, building exteriors and landscape. Works with property management and construction personnel to ensure landlord exceeds the expectations of university tenants. Resolves construction issues and schedule issues on tenant improvement projects.
  
• Participates in directing the planning, coordination, implementation and management of the University Park Campus or Health Sciences Campus lease portfolio. Assists with directing the planning and development of Real Estate Leasing objectives, services and processes. Ensures that planning efforts are integrated with those of other university offices. Participates in determining Real Estate Leasing priorities and the allocation of resources accordingly. Researches and identifies trends and needs, and assists in establishing real estate leasing directions accordingly. Collaborates with senior management in assessing quality of service for department. Proposes modifications to existing services and/or new services. Oversees special projects as assigned. Links services and operations with other relevant departments on campus.
  
• Participates in short and long-term strategic planning, making or recommending modifications and/or additions to services provided, staffing and organizational plans, and corresponding budgetary implications. Identifies leased space. Develops a leasing strategy in line with each property's operating and capital budgets, with a goal of reducing and consolidating lease holdings when feasible. Oversees and manages all tenant leases and relationships with university tenants and outside vendors. Advises user groups on lease strategy. Assesses the operations and services of lease properties and modifies operations and services, as needed. Initiates and implements strategic cost-saving processes within the real estate department.
  
• Assists in management and oversight of USC Village retail tenants, including working directly with property manager; assisting with retail tenant leases; help assess tenant mix.
  
• Supervises Real Estate property manager responsible for McCulloch Townhomes and other owned off campus properties proximate to UPC and HSC.
  
• Directs the delivery of services to tenants, marketing and leasing of vacancies, and screening of applicants. Works with Office of General Counsel to draft leases and letters of intent. Ensures all contractual obligations are met or exceeded.
  
• Establishes and cultivates long-term relationships with internal and external partners. Networks, develops and maintains strong relationships with brokers, prospective landlords and existing landlords, and prospective tenants and existing tenants. Makes presentations to developers, deans, etc.
  
• Participates in directing the development and administration of operating and administrative policies for the university lease portfolio and lease facilities. Works with management team to continually improve lease administration processes, policies and procedures. Reviews and recommends revisions as necessary. Directs the dissemination, interpretation and application of policies university-wide. Recommends exceptions. Maintains currency on existing and pending legislation to ensure overall compliance with regulatory requirements. Ensures staff and university community are kept informed of changes and updates.
  
• Develops and implements statistical or quantitative financial models/pro formas to support lease administrative and business development efforts and other business applications.
  
• Performs statistical analysis and data management for lease administration. Interprets results and prepares tables or graphs for use in management reports. Produces lease statistical regular and ad-hoc reports for senior management in preparation for executive and/or space planning committee meetings including actual versus forecast, lease expirations, retention, economic occupancy, market rents, etc. Develops conclusions and recommendations and communicates orally or in writing to senior management.
  
• Oversees management of lease maintenance including lease compliance, management of CPI increases, expirations and extensions.
  
• Manages subordinate staff assigned to Real Estate Leasing. Proposes staffing needs based on short and long-term plans and goals. Reviews and endorses or makes recommendations for hiring, staff raises, promotions and reclassifications. Approves/disapproves work guidance actions, as required. Provides performance appraisals for staff and determines need for disciplinary action, as required. Makes recommendations for staff training and professional development. Schedules, assigns and prioritizes workloads.
  
• Serves as key resource for all leasing of university facilities. Resolves problems or questions referred by staff, senior university administrators and/or tenants. Stays informed of developments in field. Reads pertinent literature, attends meetings and participates in professional associations as appropriate. Establishes and maintains an active network of professional contacts.
  
• Encourages a workplace culture where all employees are valued, value others and have the opportunity to contribute through their ideas, words and actions, in accordance with the USC Code of Ethics.
  
• Oversees onboarding and orientation of new employees to ensure understanding of duties, responsibilities, work requirements and performance standards. Establishes, monitors, and authorizes work schedules, time off and leave requests for employees (including student workers) to meet department business requirements. Authorizes overtime and monitors meal and rest periods for nonexempt employees to ensure compliance with university timekeeping requirements and employment policies. Submits time records on behalf of employees who fail to provide timekeeping records to ensure timely payment, as needed.
  
• Performs other related duties as assigned or requested.
  

The university reserves the right to add or change duties at any time.

Minimum Qualifications:

• Bachelor's degree
• 7 years of experience in real estate asset management and/or brokerage
• Thorough lease administration experience or similar function for commercial real estate.
• Valid CA driver's license required with a minimum of 2 years' driving experience. Position will participate in the Department of Motor Vehicles (DMV) Pull Notice System. A copy of DMV record will be required as a final condition of employment. For more information, please visit thepolicy website.
• Experience overseeing tenant improvement construction.
• Extensive knowledge of commercial real estate contracts.
• Real estate legal knowledge.
• Excellent real estate negotiating skills.
• Strong presentation skills.
• Knowledge of statistical analysis, forecasting techniques and financial modeling.
• Ability to multi-task and manage priorities with a sense of urgency.
• Excellent written and verbal communication skills.
• Ability to cultivate long-term client relationships.
  

Preferred Qualifications:

• Master's degree - Business Administration or Real Estate related focus
• 10 years of experience in real estate asset management and/or brokerage
• California Real Estate Broker license
• Experience in office, industrial, retail, medical, and/or residential

Benefits

• USC's Commitment to You: We offer an excellent package of benefits and programs including, but not limited to:
  • Tuition assistance for you and your family
  • Comprehensive health, dental and vision insurance options
  • 401A retirement account with matching 5% w/ additional contributions up to 4% after eligibility is met
  • 50% subsidy off Metro, LADOT, and Metrolink passes
    

Salary Range

• The annual salary range for this position is $150,000 - $172,000/yr. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer alignment, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

#LI-KI1

Minimum Education: Bachelor's degree
Minimum Licenses:
Minimum Experience: 7 years
Minimum Skills: Thorough lease administration experience or similar function for commercial real estate. Experience overseeing tenant improvement construction. Extensive knowledge of commercial real estate contracts. Real estate legal knowledge. Excellent real estate negotiating skills. Strong presentation skills. Knowledge of statistical analysis, forecasting techniques and financial modeling. Ability to multi-task and manage priorities with a sense of urgency. Excellent written and verbal communication skills. Ability to cultivate long-term client relationships.
Preferred Education: Master's degree In Real Estate Or Business Administration
Preferred Licenses: California Real Estate Broker license.
Preferred Experience: 8 years
Preferred Skills: Real estate, business/accounting/finance, or law experience.

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email atuschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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