Lease Administrator and Records Analyst

Join a team that helps shape and steward the University of Virginia's physical footprint. As part of Real Estate & Leasing Services (REaLS), the Lease Administrator & Records Analyst plays an important role in the administration of the University's real estate portfolio, including lease administration, payment processing, records management, and real estate data maintenance. This position helps ensure compliance with lease obligations, maintains the accuracy and integrity of real estate records and systems, and partners with stakeholders across the University to support strategic and operational real estate objectives.

Real Estate & Leasing Services oversees the University's extensive portfolio of owned and leased properties and supports the University's strategic real estate objectives through lease administration, portfolio management, acquisitions, property records management, and space-related planning activities. The office serves as a centralized resource for real estate matters across the University, helping ensure consistent processes, effective stewardship of University assets, and sound business practices in support of UVA's academic, research, healthcare, and administrative missions.

Key Responsibilities Include:
Lease Administration

• Administer income and expense leases, licenses, easements, facility use agreements, and other real estate agreements.

• Abstract and maintain lease terms, critical dates, financial obligations, and property information within the University's real estate database.

• Monitor lease requirements, renewals, expirations, rent escalations, notice periods, and other key obligations.

• Review operating expense reconciliations, common area maintenance (CAM) charges, and other pass-through expenses for accuracy and compliance with lease terms.

• Prepare lease-related correspondence and coordinate with landlords, tenants, and University stakeholders regarding lease administration matters.

• Ensure lease files are complete, organized, and maintained in accordance with University standards and records retention requirements.

Financial Administration

• Process lease and license payments accurately and timely.

• Reconcile lease payments, invoices, reimbursements, and related financial transactions.

• Support budget planning, invoice processing, journal entries, and financial reporting related to the real estate portfolio.

• Assist in monitoring rental income, recoveries, and reimbursable expenses.

Records & Data Management

• Maintain comprehensive electronic and physical real estate records.

• Manage property ownership, lease, and transaction data within the University's real estate information systems.

• Conduct regular audits and quality control reviews to ensure data accuracy and completeness.

• Develop and maintain procedures for records management, retention, and reporting.

• Generate reports and provide data in support of audits, compliance reviews, public records requests, and operational needs.

• Research and verify property information using deeds, tax records, surveys, title information, and other public records resources.

Operational Support

• Support the mission and operations of the Real Estate & Leasing Services office through lease administration, records management, portfolio reporting, transaction support, and special projects.

• Collaborate with Finance, Facilities Management, Procurement, Legal, and other University departments on real estate matters.

• Support real estate transactions, property management activities, due diligence efforts, and portfolio initiatives.

• Recommend process improvements that enhance efficiency, data integrity, compliance, and customer service.

Minimum Requirements

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience: 1+ years relevant experience.

Preferred Qualifications

• Two years of experience in commercial real estate lease administration, property administration, real estate operations, records management, or a related field.

• Experience maintaining databases, records systems, and financial or operational data.

• Experience processing invoices, payments, reconciliations, or other financial transactions.

• Experience administering contracts, leases, licenses, or other legal or business agreements, including through portfolio management software.

• Knowledge of commercial lease administration and real estate accounting principles.

• Experience reviewing leases, easements, licenses, deeds, surveys, title documents, and related property records.

• Experience within higher education, healthcare, government, or other complex institutional environments.

• Literacy in utilizing AI-enabled tools and workflow automation solutions with an understanding of responsible and ethical use.

• Virginia real estate license or related professional certification.