General Information
| Job Description | REAL ESTATE OFCR 2 | Working Title | Real Estate Officer II |
|---|---|---|---|
| Job Code | 005814 | Grade | 21 |
| Department Name | Real Estate Office - D02069 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Provides professional analytical, technical, and research support in meeting overall department goals and objectives for University real property management requirements. Assist with market research, preparing documents, contract proposals, contracts, supporting documents and property financial comparable analysis that support real property transactions. Monitors and makes recommendations for resolution of rent and operating expenses, tenant/landlord relations, lease terminations, property tax exemptions and insurance compliance. Manages and maintains the department real estate database and records system. Creates complex reports for management and Office of the President. Enforces fiscal compliance for real property contracts. Analyzes and controls reporting of complex revenue producing projects. Manages all financial matters within the department. Researches, analyzes and makes recommendations on a wide variety of complex and confidential existing and new programs. Requires high level of professionalism, independent thinking, problem solving and decision making. |
Department Custom Scope
| Under the supervision of the Executive Director of Real Estate Services, the Real Estate Officer (REO) II will provide analytical, technical, and reach support in the administration and management of University real estate property and the Faculty & Staff housing program. The REO will work closely with the Executive Director and Real Estate Officers in the unit to assist with real property transactions such as preparing documents, contract proposals, term sheets, financial analysis, reports, etc. Manages and maintains the real estate database and records system to provide reports for management review. This position requires a high level of process and detail orientation as the REO will support the Mortgage Origination Program and may be required to gather documentation from mortgage program applicants, certify applicant eligibility, and verify income and residency documents. The REO will support daily real estate and administrative transactions, and other projects as assigned. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
| License | Requirement |
|---|---|
| Possession and maintainance of a valid California Driver's license. | Required |
| Intent to obtain California Real Estate Salesperson's or Broker's license within 1 year. | Preferred |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|---|
| Acquisition of a California Real Estate Salesperson's or Broker's license within 2 years of appointment start date. | Preferred |
Key Responsibilities
| Description | % Time |
|---|---|
Responsible for real property contract administration for the University's real property portfolio (Regents as Tenant) and development and management of fiscal compliance program for the University's real estate portfolio (Regents as Landlord/Licensor).
|
20 |
| Assist in drafting and preparing proposals, contracts, correspondence and financial analysis for real property transactions. | 10 |
Compiles, develops, coordinates and distributes contract and ancillary documents.
|
10 |
| Manages and maintains the department's real estate database and records system and creates complex reports for management and Office of the President. | 10 |
| Responsible for analyzing, interpreting real estate contracts to determine and verify that insurance requirements, legal requirements and all monetary contractual obligations are in compliance. | 10 |
| Independently prepares complex reports summarizing real property contract obligations, compliance, cash-flow, expenses, debt and fund distribution. | 5 |
| Calculated and prepares invoices for rents and expenses and late notices for fees owed. | 5 |
| Participates in coordinating the approval process for real property transactions including Regents items and Presidential approval letters. | 5 |
| Assists with the administration of the tenant improvement process, including scheduling meetings, attending project meetings and preparation of meeting minutes. | 5 |
| Oversees the customer service program, ensuring customer service surveys are distributed and tracks/records all results. | 5 |
Responsible for all aspects of the budgetary and financial management program and reporting requirements for the Real Estate department.
|
5 |
Provides back-up support for office administrative duties and assist with special projects.
|
10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated working knowledge and experience in real property leasing, property management, real estate terminology, contract writing and interpretation, administrative analysis, and operations research. | Required |
| Demonstrated analytical ability and skill in problem solving, data gathering, analyzing problems, making recommendations, and implementing solutions. | Required |
| Demonstrated ability to analyze and interpret written material, financial data, and computer generated information; and prepare concise, professional, well organized reports, financial analysis and summaries. | Required |
| Demonstrated knowledge of economic and general accounting principles and practices, and ability to perform basic financial analyses. | Required |
| Advanced computer skills, in a PC environment, including word processing, spreadsheet, and database applications for producing complex legal contracts, financial analyses, and database development. | Required |
| Excellent communication and interpersonal skills to effectively present ideas concisely and clearly, in written and oral forms, to a broad variety of university and public professionals, using tact, diplomacy, good judgment, and confidentiality. | Required |
| Experience with and knowledge of financial and budget management principals, general accounting practices, development of budgets, budget reconciliation, and forecasting. | Preferred |
| Proven experience with automated financial, payroll, purchasing, and other administrative systems. | Preferred |
| Demonstrated experience in providing work direction to other staff with the ability to delegate, motivate, and monitor performance. | Preferred |
| Experience with and knowledge of real property lease interpretation in order to verify compliance with financial terms. | Required |
| Excellent organizational skills to prioritize workload and work well independently, including taking initiative, ability to work effectively with frequent interruptions, and to develop timetables and strategies to meet multiple and constantly changing deadlines. | Required |
| Skills in record management (paper based and electronic). | Required |
| Knowledge of basic human resources processes and procedures. | Preferred |
| Ability to use sound judgment, exercise discretion, and maintain confidentiality. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
| Ability to operate University vehicles for business and operational needs. | Preferred |
| Ability to possess or obtain a valid CA Driver's License in accordance with the California Department of Motor Vehicles. | Required |
Other Special Requirements & Conditions
|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| University Village |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |