Temporary Property Manager / Lease Administrator

Salary : $58,874.00 – $88,310.00 Annually

Location : Tumwater, WA

Job Type: Full Time

Job Number: TEMPPROP23

Department: Properties & Real Estate

Opening Date: 07/20/2023

Closing Date: Continuous

Job Description

Position Open Until Filled
The Community
Headquartered in Olympia, Washington, the Port of Olympia serves all of Thurston County community as an economic engine, a strong community partner, and a responsible environmental steward. Olympia is home to a wide variety of industries, including state government, health care, retail, military, education, construction, farming, fishing, and logging, and has an active arts community.

The region has a wide array of public parks and nature conservation areas. Majestic Mount Rainier and the rugged Cascade Mountains are nearby to the east, while the Pacific Coast is just an hour’s drive to the west. Located on Budd Inlet, the southernmost point of Puget Sound, the area offers significant opportunities for a diversity of water enthusiasts.

The OrganizationEstablished in 1922, the Port serves the community by promoting trade, supporting family-wage jobs, and improving the environment. Today, more than 5,000 jobs and nearly $715.5 million in economic activity in Thurston County depend on the Port of Olympia. The Port of Olympia is governed by an elected Commission, which sets policies and strategic direction for the organization. The Commission appoints the Port’s Executive Director, who is responsible for the ongoing management of the Port’s staff, operations, budget, enterprises, and facilities. The Port of Olympia operates with 49 FTEs across multiple departments and four business units which include:

1. Marine Terminal
2. Airport
3. Swantown Marina and Boatworks
4. Real Estate

Learn more about who we are at:

The Position
This position provides Property Management and Lease Administration Services for the Port’s leased and vacant leasable land and facilities, and other ancillary lands/facilities including the Airport, NewMarket Industrial Campus, Marina, Marine Terminal, Olympia Property Districts, Commerce Business Center (CBC) Lacey and any future acquisitions. This position is under the supervision of the Real Estate Senior Manager. This position is the primary contact providing property management and lease administration services to all Port business units, staff, tenants, and other customers. This position communicates directly with tenants on matters related to property management, lease administration and lease compliance and requires strong interpersonal verbal and written communication skills. This position interacts with a wide range of constituencies in a diverse community, with a high level of discretion and independent judgment.
Examples of Duties

Property Management (50%):

1. Manage tenant compliance on property management matters and coordinate communication with appropriate internal and external personnel.
2. Coordinate timely and appropriate communication and action for site visits with appropriate personnel and tenants; prepare reports of findings and establish follow-up action required by tenants.
3. Respond to tenant inquiries per lease terms and disseminate information to the supervisor.
4. Coordinate with Port staff and/or service providers to timely respond to tenant prop. Mgmt. needs.
5. Coordinate maintenance and repairs of all leased space and vacant leasable land, common areas, and facilities including roads, easements, right-of-ways, street lighting, and other shared property, through the Work Order system.
6. Track maintenance expenses and prepare annual CAM expense reconciliations.
7. Review monthly tenant aging reports from the real estate database (Access) and follow up with tenants for collections as needed.
8. Respond to property related emergency calls on Port leased and vacant leasable lands and facilities.
9. Manage procedures for short-term use activities (Port Plaza and other special event areas).
10. Assist supervisor with the landscaping contract.
11. Assist supervisor with the Port Market District Association (MDA) quarterly meeting(s)
12. Participate as a department representative on Port project/special teams as needed.
13. Coordinate with Port staff to promote a positive work environment.

Lease Administration (50%)

1. Coordinate all lease administration compliance functions including but not limited to surety, insurance, rent schedules, percentage rents, and lease terms for land and facilities leases including the Airport, NewMarket Industrial Campus, Marina, Marine Terminal, Olympia Property Districts, Commerce Business Center (CBC) Lacey and any future acquisitions.
2. Maintain critical and timely communication with supervisor, tenants, and accounting personnel related to all real estate contracts and internal accounting processes.
3. Review/create abstracts for leases, lease amendments, license agreements, and calculate rent revisions based on lease terms.
4. Responsible for finalizing and coordinating lease documentation including correspondence and internal approval processes related to lease revisions, amendments, rent revisions, terminations, and lease memoranda, and coordinating internal and external communication related to leases as appropriate or directed.
5. Maintain electronic/paper tenant lease database and lease administration records/files for all business units.
6. Provide monthly reports on lease administration activity.
7. Perform lease administration customer service functions with tenants.
8. Perform other duties as assigned.

Qualifications
Minimum Qualifications (Experience / Education)

• A minimum of two years of college-level or business school training. Additional experience can be substituted for up to two additional years of college.
• Excellent oral and written communication skills, problem-solving and analytic skills, and the ability to work effectively in a team.
• Experience coordinating with private/public agencies is preferred

Required Knowledge / Skills / Abilities

• Experience with operating databases to include Microsoft Office Suite and Access.
• Knowledge of all common and current leasing and property management practices.
• Strong interpersonal verbal and written communication skills and the ability to work effectively with a wide range of constituencies in a diverse community, with a high level of discretion and independent judgment.

Supplemental Information

The Port of Olympia is committed to providing equal employment opportunity and equal access in a non-discriminatory manner to its programs and services for all persons without regard to race, creed, color, marital status, gender, sexual orientation, religion, age, national origin, political affiliation, honorably discharged veteran or military status, or the presence of any real or perceived sensory, mental, or physical disability.

Persons requiring accommodation in the application process or for an alternative format may contact the Human Resources Manager, Tracy Aga at (360) 528-8002 or Persons of disability or those who are deaf or hard of hearing can call the Washington Relay Service by dialing 7-1-1 or 1-800-833- 6388. The Port of Olympia complies with the employment eligibility verification requirements of the Federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

Compensation and Benefits
$58,874 – $88,310
Medical, prescription, vision, and dental insurance with no out-of-pocket employee premiums and full coverage for employee, spouse, and all eligible dependents.
Life and AD&D insurance with a maximum of $100,000.
12 paid holidays.
Earned vacation and sick leave
Bereavement leave
Educational assistance
Long-term disability insurance with optional additional coverage paid by the employee.
Washington State Retirement System
Wellness fringe benefit
Optional AFLAC
Optional Ameriflex FSA.

The Port of Olympia has an excellent benefit package. The benefit includes medical, dental, vision and prescription insurance with no out of pocket employee premiums for employee and qualified family members. In addition, the Port of Olympia offers it’s employees life insurance, long term disability insurance, state retirement benefits, deferred compensation benefits, vacation and sick leave, paid holidays, training and college reimbursement plans, and health and wellness benefits.

01

Describe your customer service skills and the ability to build and maintain customer/public/staff relations.

02

Provide some examples and experience with managing multiple projects and priorities.

03

Please explain your computer software and database experience.

04

What experience do you have with current leasing and property management practices?

Required Question