Leasing Document Coordinator
SALARY: $50,106.00 - $62,633.00 Annually
OPENING DATE: 11/02/17
CLOSING DATE: 11/16/17 05:00 PM
Under general direction, provides assistance in the administration of the Right of Way Management Plan for drafting and routing the more routine and less complex property management agreements using an established template for drafting leases, including rights of entry, licenses, leases, easements, and other documents that relate to requests for incidental use of Sound Transit properties for signature, and for requesting necessary federal transit administration (FTA) approval; conducts general research; reviews, edits, and interprets documents; obtains legal and risk management approvals for documents approved within template parameters; ensures compliance with all terms and conditions contained within the documents; and interacts with internal departments, outside agencies, governmental officials, tenants, licensees, and applicants to facilitate completing the process.
This job posting may be used to fill multiple positions.
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
• Drafts leases, licenses, easements, rights of entry, amendments and other real estate documents and other related correspondence and documents that relate to requests for incidental use for the management of Sound Transit properties using established template parameters; reviews and negotiates comments; negotiates and converts acquired agreements to Sound Transit standard templates; and reviews and edits documents and correspondence prepared by property management.
• Assists with the processing of less complex and routine third party requests for use applications for incidental uses of Sound Transit property in accordance with the Right of Way Management Plan; prepares or assists with preparation of departmental response packages, routes accordingly to appropriate Sound Transit department and external entities; reviews and assists with drafting of legal documents once approved, and pursues FTA approval when appropriate; works on or assists with revisions to the Right of Way Management Plan and updates processes as they relate to all lines of business.
• Conducts general research of documents relating to projects including permits acquired from various governmental and municipal agreements, legal descriptions, drawings, parcel maps, and right of way maps to confirm ownerships, locations and the rights and responsibilities of Sound Transit and related parties; refers more complicated issues to the Leasing Coordinator, Senior for resolution.
• Manages third party tenants, licensees, permittees, and contractors compliance with the requirements of the terms and conditions of the agreements and Sound Transit risk management policies; follows up with third parties to obtain updated certificates of insurance to keep the files and reports updated and current; reviews all insurance questions and exceptions with the Risk Manager; updates templates to reflect the latest insurance requirements, including general liability and railroad protective liability.
• Prepares agreement summaries, abstracts, and database checklist (E1) to finalize document processes and turns over to Leasing Document Coordinator for input in the real estate tracking system; updates status reports including the pending list, to do list, and other reports as requested to manage and track information.
• Provides support to the department on matters as directed; serves as staff on a variety of boards, commissions, and committees; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
Education and Experience:
Bachelors Degree in business administration, real estate, property management, or closely related field and three years of experience in real estate including drafting and maintaining property management agreements such as leases, licenses, rights of entry, and easements and right-of-way knowledge; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
Possession of valid Washington State Drivers License.
Required Knowledge of:
• Operations, services, and activities of a real estate, right-of-way management, and property management programs.
• Real estate principles and practices related to right-of-way management and related matters.
• Laws, practices, and legal instruments involved in real estate transactions and contracting.
• Rental and lease agreements and procedures for negotiating and implementing such agreements.
• Construction plan sets, specifications, legal descriptions, parcel maps, and drawings; building and city codes.
• Principles and practices used in contract preparation and administration.
• Principles and practices of customer service.
• Project management techniques and principles.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles of customer service.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
Required Skill in:
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other division staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Negotiating property leases and agreements.
• Interpreting, explaining, and enforcing real estate leasing policies and procedures.
• Reading, understanding, and interpreting complex documents involved in real estate leasing transactions.
• Applying project management techniques and principles.
• Preparing and analyzing data and comprehensive reports.
• Maintaining confidentiality and communicating with tact and diplomacy.
• Applying appropriate oral and written communication techniques to various individuals.
• Working cooperatively with other divisions, Agency officials, and outside agencies.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
Work is performed in a standard office environment.
Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.
All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.