ScaleneWorks INC
Overview
Commercial property experience – not residential or apartments.
Lease administration skills, not property manager.
Understands different commercial lease types, Base Year, Gross, and NNN Leases.
Can conduct CAM and NNN reviews/audits – knows which costs are to be paid by the tenant vs the landlord.
Understands CPI increases and other escalations to base rent, options, right of first refusal, right of first offer, etc.
Understands insurance provisions in a lease.
Knowledge to understand and interpret general lease language.
Summary
Interprets, abstracts, manages, and administers real estate leases and other contract documents for Sutter Health system‑wide, including owned and non‑owned properties and physician and non‑physician leases. Creates and produces reports in response to business needs, tracks status of lease transactions, notifies necessary parties of critical dates, prepares lease‑related notices and communications, participates in due diligence reviews for real property acquisitions and dispositions, assists management in the resolution of issues/disputes with third‑party tenants and landlords, and attends to the execution and delivery of legal documents.
Mentors and trains other staff in all key functions, processes and systems of the department. Oversees the update of database information, makes recommendations for process and procedure enhancements, and ensures accuracy of the data base records for the owned and leased real estate interests of Sutter Health and its affiliates, related companies, subsidiaries and joint ventures.
Description These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).
Job Accountabilities
Review, interpret, analyze, comprehend, and abstract various types of real estate documents such as lease agreements, amendments, options, right of first offers, assignments, property purchase agreements and other legal agreements.
Abstract and audit all lease and real estate documents using a standardized lease abstracting protocol to capture all key lease data and payment schedules. Interpret and summarize all salient lease data into the lease administration system.
Interpret lease documentation to determine financial responsibility between Landlord and Tenant for building and premise operating costs; establish recurrent payables and receivables schedules for the duration of the contract term.
Determine, monitor, and report to key stakeholders all critical lease dates such as commencements, expirations, renewals, contractions, options, and purchase agreements; monitor and notify all necessary parties, including updates to the lease administration system.
Manage all Stark compliance reporting duties in accordance with SH Physician Lease Compliance Policy for all property and lease records; report accurately and timely in both CoStar and TracT Manager; advise Real Estate and Office of General Counsel of risk areas when noticed.
Oversee all estoppel certificate and Subordination Non‑Disturbance Attornment (SNDA) requests; complete critical lease information and data input for the forms for approval by OGC; ensure proper tracking of same.
Manage all vendor set‑up documentation; obtain correct W‑9 and associated vendor IDs from accounting; prepare all lease and contract files in standardized format; identify and locate any missing file documents to assure policy compliance.
Maintain up‑to‑date knowledge of Lease Administration database fields, system, processes, and workflow.
Coordinate monthly (or more frequent) payment of base rents, CAM, NNN and/or other operating expense costs for assigned real estate portfolio in accordance with lease contract or other contract documents such as easement agreements, parking agreements, and reciprocal use agreements.
Generate third‑party and physician charges, rent statements, insure accurate aged receivable reporting; calculate and implement accurate late fee and interest charges as applicable; coordinate with legal counsel and the Real Estate management team on any unlawful detainer or other legal actions that may be taken.
Review, audit, negotiate and resolve any erroneous billing, statement or non‑contract‑compliant charges to maintain a continuous current reconciled account with each Landlord and Tenant.
Ensure that all Consumer Price Index and other scheduled monetary increases are calculated accurately and implemented on time; resolve dispute with Landlord and Tenants.
Ensure accurate balance sheet recording of security deposits; ensure proper refund calculations and disbursements upon lease expiration.
Record, track and monitor compliance with the lease contract pertaining to Tenant Improvement allowances; ensure timely collection efforts with PM.
Process all Certificates of Insurance (COI) requests and compliance with contract documents through the SH Risk portal; coordinate any discrepancies and unusual requirements through the Risk department.
Act as department liaison with all landlord and tenant vendors; prepare welcome packages, request key information needed; establish and maintain vendor database within CoStar; coordinate with Finance to secure vendor numbers; ensure vendor information and numbers are accurate.
Maintain the lease administration system files and hard copy files.
Generate lease abstracts and reports in response to business needs, including monthly property reports and system‑level portfolio summaries as requested by Leadership.
Analyze building floor plans, stacking diagrams, and measurements in accordance with Building Owners Managers Association (BOMA) standards; link each property and lease record to floor plan data and identify discrepancies and erroneous or misleading data relative to floor circulation, calculation of load factors, and rentable/usable determinations. Build and maintain accurate building rent rolls showing occupied, non‑occupied and available space and costs of same.
Work on special projects as they arise including assisting with market data; SCHEMS reporting, space availability research/reporting, Net Present Value analysis and such.
Oversee, design and integrate real estate database with other databases such as Lawson.
Typical Experience 5 years recent relevant experience.
Skills and Knowledge
Ability to interpret, understand, administer and explain real estate and lease documents.
Computer proficient, including working knowledge of Microsoft Word, Outlook, Excel, Power Point.
Verbal and written communication skills; solid interpersonal and conflict resolution abilities.
Ability to communicate effectively with internal staff and external vendors, including multiple levels of leadership & key stakeholders.
Knowledge of accounting principles used in the preparation of financial statements and accounting system overview and internal control review.
Self‑motivated with ability to work independently with limited supervision and maintain clarity.
Knowledgeable in writing and implementing policies and procedures.
Ability to manage large workloads from various sources.
Seniority Level Mid‑Senior level.
Employment Type Contract.
Job Function Engineering and Administrative.
Industries Office Administration.
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Lease administration skills, not property manager.
Understands different commercial lease types, Base Year, Gross, and NNN Leases.
Can conduct CAM and NNN reviews/audits – knows which costs are to be paid by the tenant vs the landlord.
Understands CPI increases and other escalations to base rent, options, right of first refusal, right of first offer, etc.
Understands insurance provisions in a lease.
Knowledge to understand and interpret general lease language.
Summary
Interprets, abstracts, manages, and administers real estate leases and other contract documents for Sutter Health system‑wide, including owned and non‑owned properties and physician and non‑physician leases. Creates and produces reports in response to business needs, tracks status of lease transactions, notifies necessary parties of critical dates, prepares lease‑related notices and communications, participates in due diligence reviews for real property acquisitions and dispositions, assists management in the resolution of issues/disputes with third‑party tenants and landlords, and attends to the execution and delivery of legal documents.
Mentors and trains other staff in all key functions, processes and systems of the department. Oversees the update of database information, makes recommendations for process and procedure enhancements, and ensures accuracy of the data base records for the owned and leased real estate interests of Sutter Health and its affiliates, related companies, subsidiaries and joint ventures.
Description These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).
Job Accountabilities
Review, interpret, analyze, comprehend, and abstract various types of real estate documents such as lease agreements, amendments, options, right of first offers, assignments, property purchase agreements and other legal agreements.
Abstract and audit all lease and real estate documents using a standardized lease abstracting protocol to capture all key lease data and payment schedules. Interpret and summarize all salient lease data into the lease administration system.
Interpret lease documentation to determine financial responsibility between Landlord and Tenant for building and premise operating costs; establish recurrent payables and receivables schedules for the duration of the contract term.
Determine, monitor, and report to key stakeholders all critical lease dates such as commencements, expirations, renewals, contractions, options, and purchase agreements; monitor and notify all necessary parties, including updates to the lease administration system.
Manage all Stark compliance reporting duties in accordance with SH Physician Lease Compliance Policy for all property and lease records; report accurately and timely in both CoStar and TracT Manager; advise Real Estate and Office of General Counsel of risk areas when noticed.
Oversee all estoppel certificate and Subordination Non‑Disturbance Attornment (SNDA) requests; complete critical lease information and data input for the forms for approval by OGC; ensure proper tracking of same.
Manage all vendor set‑up documentation; obtain correct W‑9 and associated vendor IDs from accounting; prepare all lease and contract files in standardized format; identify and locate any missing file documents to assure policy compliance.
Maintain up‑to‑date knowledge of Lease Administration database fields, system, processes, and workflow.
Coordinate monthly (or more frequent) payment of base rents, CAM, NNN and/or other operating expense costs for assigned real estate portfolio in accordance with lease contract or other contract documents such as easement agreements, parking agreements, and reciprocal use agreements.
Generate third‑party and physician charges, rent statements, insure accurate aged receivable reporting; calculate and implement accurate late fee and interest charges as applicable; coordinate with legal counsel and the Real Estate management team on any unlawful detainer or other legal actions that may be taken.
Review, audit, negotiate and resolve any erroneous billing, statement or non‑contract‑compliant charges to maintain a continuous current reconciled account with each Landlord and Tenant.
Ensure that all Consumer Price Index and other scheduled monetary increases are calculated accurately and implemented on time; resolve dispute with Landlord and Tenants.
Ensure accurate balance sheet recording of security deposits; ensure proper refund calculations and disbursements upon lease expiration.
Record, track and monitor compliance with the lease contract pertaining to Tenant Improvement allowances; ensure timely collection efforts with PM.
Process all Certificates of Insurance (COI) requests and compliance with contract documents through the SH Risk portal; coordinate any discrepancies and unusual requirements through the Risk department.
Act as department liaison with all landlord and tenant vendors; prepare welcome packages, request key information needed; establish and maintain vendor database within CoStar; coordinate with Finance to secure vendor numbers; ensure vendor information and numbers are accurate.
Maintain the lease administration system files and hard copy files.
Generate lease abstracts and reports in response to business needs, including monthly property reports and system‑level portfolio summaries as requested by Leadership.
Analyze building floor plans, stacking diagrams, and measurements in accordance with Building Owners Managers Association (BOMA) standards; link each property and lease record to floor plan data and identify discrepancies and erroneous or misleading data relative to floor circulation, calculation of load factors, and rentable/usable determinations. Build and maintain accurate building rent rolls showing occupied, non‑occupied and available space and costs of same.
Work on special projects as they arise including assisting with market data; SCHEMS reporting, space availability research/reporting, Net Present Value analysis and such.
Oversee, design and integrate real estate database with other databases such as Lawson.
Typical Experience 5 years recent relevant experience.
Skills and Knowledge
Ability to interpret, understand, administer and explain real estate and lease documents.
Computer proficient, including working knowledge of Microsoft Word, Outlook, Excel, Power Point.
Verbal and written communication skills; solid interpersonal and conflict resolution abilities.
Ability to communicate effectively with internal staff and external vendors, including multiple levels of leadership & key stakeholders.
Knowledge of accounting principles used in the preparation of financial statements and accounting system overview and internal control review.
Self‑motivated with ability to work independently with limited supervision and maintain clarity.
Knowledgeable in writing and implementing policies and procedures.
Ability to manage large workloads from various sources.
Seniority Level Mid‑Senior level.
Employment Type Contract.
Job Function Engineering and Administrative.
Industries Office Administration.
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