Analyst (Lease Administration) Philadelphia, PA

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Job description

Job Description

The Analyst will provide lease administration support services for our client, General Services Administration (GSA), located in Philadelphia, PA. These services are currently being performed remotely four (4) days a week and on-site at the GSA Regional Office Building located at 100 S. Independence Mall W., Philadelphia, PA one day a week due. Additional on-site days could be added in the future upon notification from our client but no decision has been made to increase as of this posting.

Although, assignments may be for a specific geographic assigned area, the Analyst will not be limited to that workload, and may be requested to assist in or work on special projects or other geographic areas that may arise. Their primary duties will be to assign the work to their team of Analysts, monitor the work including conducting quality control, training or ensuring training is completed, providing guidance to analyst inquiries or handling escalated matters, providing counseling or coaching as needed, conducting performance reviews, and conducting/ participating in team, client, or company meetings.

Specific responsibilities include the following:

Lease Administration

Prepares states of lease and estoppels upon request to include researching lease for required information, obtaining necessary Building Manager & Contracting Officer input and legal approval

Performs rental histories and analysis to resolve questions, concerns, or discrepancies that are identified

Monitors expiring leases and initiates lease expiration process to include obtaining all necessary information to initiate a new lease project, prepare an expiring lease letter, sending reminders every 90 days to GSA project contacts and create a physical and electronic project file

Maintains ongoing personal contact with Lessors, Local Taxing Authorities, Realty Specialists, Contracting Officers, Transaction Managers, Building Managers, Regional Legal Counsel, Data Managers, Budget Analysts, & Finance to obtain information and resolve problems

Responsible for scanning documentation into the GREX Program and resolving all scanning issues or errors as necessary

Reviews Lease files, GREX and REXUS System to verify data and process necessary changes as required by Lease Amendment and/or changes to the necessary systems

Participate in regional or national data clean-up efforts

Performs Quality control on all actions, correct, and resubmit as necessary

Performs QC to insure submitted action passed thru properly to client

Reviews Occupancy Agreement (OA) and notify appropriate person if an error is identified

Performs other duties as necessary in the management of files and the administration of leases

Operating Cost & Tax Escalation/ Adjustment

Performs Annual Operating Cost Escalations/ adjustments to include reviewing files, preparing analysis, processing increase to rental payment timely

Performs Real Estate Tax Escalations/ adjustments to include reviewing files, obtaining all necessary information from Lessor or Taxing Authority, preparing analysis and processing rental increase or withhold timely

Maintains ongoing personal contact with Lessors, Appropriate Taxing Authority, preparing analysis and processing rental increase or withhold timely

Maintains ongoing personal contact with Lessors, Appropriate Taxing Authorities, Realty Specialists, Contracting Officers, Transaction Managers, Building Managers, regional Legal Counsel, Data Managers, Budget Analysts, & Finance to obtain information and resolve problems

Responsible for scanning documentation into the GREX program and resolving all scanning issues or errors as necessary

Reviews Lease files, GREX and REXUS System to verify data and process changes to the necessary systems

Participates in regional/national data cleanup efforts

Performs quality control (QC) on all actions, correct, and resubmit as necessary

Performs QC to insure submitted action passed thru properly to client

Reviews Occupancy Agreement (OA) and notify appropriate person if an error is identified

Performs other duties as necessary in the management of files and the administration of leases

Change of Ownership/ Novations

Processes Change of Ownership requests to include obtaining the required documentation and legal approvals, preparing a Supplemental Lease Agreement, Novation Agreements, etc. and processing the change in necessary data systems

Performs QC on all actions, correct, and resubmit as necessary

Acting Team Lead/Back-up Duties

Assists Team Lead (TL) with reviewing workload trackers to ensure comments are updated and items are being closed/completed as needed

Attends one-on-one meetings with the Regional Supervisor to assist/provide support to TL with complex issues

Acts as the back-up point of contact when TL is unavailable which may includeAssisting team members with complex issues

Assigning workload items that are received in Regional/Zonal mailboxes, and responding to client and lessor inquires as needed

Assists with quarterly data clean up which could includeVerifying that the Rexus escalation screen is updated for all leases and if not updating the information accordingly

Updating the Regional Real Estate Tax (RET) project sheet to ensure GSI's are being completed timely

Coordinates with TL and Regional Supervisor to prepare for biennial PRG Audits

Assists TL with training new team members as needed

Quality Controls team members actions to ensure items are being completed accurately and within GSA guidelines

Any additional duties assigned by TL on an as needed basis

Education

Bachelor's degree or 4 additional years of experience in lieu of degree.

Minimum General Experience and Skills

Analyst with at least three (3) years of professional experience in program and management analysis. Experience in assisting in reviewing, analyzing, and evaluating various program plans, policies, procedures, policy directives, etc. to assess organizational impact.

Excellent interpersonal skills;

Ability to research, identify, analyze, and correct past lease administration errors;

Pleasant personality;

Ability to learn and adapt to changing business and system programs required to complete responsibilities;

Excellent organizational skills;

Ability to work as part of a team;

Computer savvy;

Experience with Google Suite preferred;

Strong organizational skills with attention

Position requires a background investigation for HSPD-12 credentials.

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