COMMERCIAL LEASE ADMINISTRATOR - 76126

Executive Service

This is a hybrid role. Occasional in-state travel.

How you make a difference in this role:

This position reports to the Leasing Director. The position has a hybrid work schedule, with a new employee reporting to the office in Nashville daily for the first few months and transitioning to a hybrid work schedule thereafter. The State of Tennessee offers a comprehensive benefits package, including 401K, free parking, hybrid remote schedules, insurance, paid time off, and paid sick time. More information regarding benefits can be found at www.tn.gov/hr/employees1/benefits.html.

Key Responsibilities:

• Coordinates the various phases of a lease procurement to ensure all participants work together effectively: serves as a liaison between the occupying agencies, STREAM leasing team, and other relevant STREAM teams; organizes each lease stage to ensure timely progress is made; obtains facility information for existing leases with the JLL Facility Managers when needed; requests and distributes documents and forms to appropriate parties and STREAM teams.
• Coordinates with portfolio managers to maintain records on all organizational platforms and communicates with various business partners when deadlines are missed or delayed.
• Manages the lease file for each new lease procurement; tracks each lease through the procurement process; documents all steps; utilizes Microsoft Office Suite and Office 365 for organization and communication of project statuses; provides weekly update report as needed; drafts documents for management's review and approval; prepares lease portfolio reports; assemble and maintain lease files.
• Prepares and coordinates procurement advertisements in accordance with State policies and procedures; updates website with advertised space needs and other leasing information; collects and distributes proposals; maintains procurement records for procuring parties.
• Prepares and coordinates the signature process and recordation of legal documentation. Distribution of executed agreements to business partners.
• Invoicing, rent processing, and other lease administration support as required.
• Coordinates and participates in related leasing meetings; collects information from various STREAM teams in preparation for meetings; takes and distributes notes for each meeting.
• Close collaboration with Lease Administration in managing procurement statuses for metrics, reporting, and portfolio planning.
• Communicates and coordinates procurement statuses, documents packages, and contract needs with Design, Facilities, Leasing, and Accounting teams on each project; provides status reports to internal and external business partners; communicates with the Design team to ensure they receive lease packages in a timely manner.

Minimum Qualifications:

• Completion of a Bachelor's degree (BA/BS) from an accredited college or university and two years of administrative experience OR 5 or more years of experience in commercial real estate administration work. Residential real estate experience and apartment leasing are not applicable.
• Highly professional with superior attention to detail. Superior organization, problem-solving, and prioritizing skills.
• Microsoft Office Suite (advanced Word and Excel knowledge preferred) and database experience required.
• Excellent verbal and written communication skills.

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.