Lease Administrator

Position Summary:

ISI is looking for an experienced Lease Administrator with expertise in the Federal Real Property sector to provide lease administration services to the Department of Veterans Affairs. The Lease Administrator will support a VA portfolio of facility leases of various sizes and complexity. The Lease Administrator will provide a wide range of lease administration and lease management support. The position will support government Lease Contracting Officers and Leasing Specialists and fellow contractors, who will work as part of a larger program. The ability to lead and work as a team AND work independently are critical. ISI is seeking an individual who will be a clear communicator, takes initiative and embraces project ownership.

Essential Job Functions

1. Ensures the accuracy of the database information, timeliness of reporting to the client, the efficient management of day-to-day operations between the Company and the client, and directs and controls the normal, daily operations for the client account, among other tasks.
2. Ability to independently and accurately abstract and perform quality control reviews of lease documents, including updating and maintaining of lease data in applicable real estate management system(s).
3. Perform timely and accurate document processing, ensuring compliance with lease-level requirements within timeframes required per contract.
4. Communicate with both internal and external stakeholders, including requests from clients and/or management; ability to interact with landlords and property managers.
5. Complete CPI /prorated rent adjustments and estoppel reviews
6. Perform desktop reviews of all operating expense reconciliations focusing on client savings opportunities and compliance with lease requirements.
7. Assist with Client deliverables such as submission of monthly/quarterly/annual reports, including monthly non-financial and financial reports and rent recommendations.
8. Ability to appropriately and proactively manage multiple priorities, including multiple clients.
9. Participate in and complete project work as assigned
10. Assist manager with training of new team members on standard practices as well as client-specific practices.
11. Establish and maintain documented client procedures and protocol at onboarding and quarterly or as needed
12. Independently prepare, review and deliver internal / external reports and deliverables, as documented in procedures with analysis / footnotes; escalate new service requests.
13. Review lease files and databases using VA’s eCMS, G-REX, CAI, iFAMS, and FMS to ensure accounting and financial obligations are correct and have been processed per the lease. Maintain a record of all leases to annotate reviews have been conducted and leases are in compliance per each lease contract in the anniversary month of each lease award. Send an email of this record to the CFM ORP COR monthly
14. For leases, verify that annual operating cost escalations, annual Tax Escalations, step rents, and other adjustments (Insurance, Maintenance, Utility, etc.), if required per the lease, have been executed per the lease contract through eCMS, G-REX, iFAMS, and FMS as applicable. As new leases are added, prepare annual operating cost escalations, annual Tax Escalations, and step rents per the lease contract through eCMS, G-REX, iFAMS, and FMS as applicable. Maintain a record of all leases annotating annual obligations made, real estate tax adjustments, step rents, etc., and send an email with a copy that these actions occurred to the CFM ORP COR annually. Notify the CFM ORP COR if any issues arise.
15. For leases, verify that annual operating cost escalations, annual Tax Escalations, step rents, and other adjustments (Insurance, Maintenance, Utility, etc.) if required per the lease have been executed per the lease contract through eCMS, G-REX, iFAMS, and FMS as applicable. As new leases are added in FY2024, prepare annual operating cost escalations, annual Tax Escalations, and step rents per the lease contract through eCMS, G-REX, iFAMS, and FMS as applicable. Maintain a record of all leases annotating annual obligations made, real estate tax adjustments, step rents, etc., and send an email with a copy that these actions occurred to the CFM ORP COR annually. Notify the CFM ORP COR if any issues arise.

Preferred:

1. Veterans Affairs lease administration experience most preferred, with the associated eCMS and iFAMS experience.
2. Experience with lease abstraction and summarization.
3. Familiarity with lease auditing and reconciliation processes.
4. Understanding of lease financials and rent calculations.
5. Experience in conducting lease audits and lease compliance reviews.

Required:

1. A bachelor's degree in business, finance, real estate, or a related field.
2. 2-5 years of Federal/Public Sector experience in lease administration.
3. Experience with G-REX and other lease management software or systems.
4. Excellent communication skills. Capable of discussing issues that are more strategic and defend a position both verbally and in writing, and act as a resource in meetings.
5. Intermediate math skills including ability to calculate CPI increases, percentage change, etc., some interpretive understanding.
6. Intermediate computer and database maintenance capabilities;
7. Ability to create necessary spreadsheets and documents with analysis in software (i.e., Excel)
8. Can arrange and participate in meetings as required.
9. U.S. Citizen OR a legal permanent resident (green card holder) with +3 years of US work experience.
10. Must be able to pass and maintain a Public Trust clearance.

Physical Requirements:

This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Flexibility related to work hours as project demands arise.
• Must be able to remain in a stationary computer position for extended periods of time.
• Must be able to walk and stand for extended periods of time to support travel and occasional, facility onsite visits.

Work Setting/Environment/Travel Requirements:

• Monday through Friday, Normal business hours 8:00 am – 5:00 pm