The Leasing/Systems Manager is responsible for the administration of HRE leasing activity, focusing primarily on University tenants and partners, with supplemental support regarding commercial tenancies. This position will facilitate an accurately populated lease management system that includes available space, current occupancy, and verification of critical information in the lease files. They will also be responsible for the functional administration, management and optimization of core software and web-based applications used by HRE. The position will work closely with technical IT support staff to provide leadership in the analysis of how technology can improve the quality and cost effectiveness of HRE's stewardship and service delivery and to provide training to staff to ensure that systems are effectively utilized.
At the direction of the Director of Real Estate Advisory Services, the position will directly support the leasing of University space to University departments which includes client management, planning and space allocation, preparation of occupancy agreements including service agreements, and assistance with the determination of annual occupancy costs. The Administrator will also assist the Managing Director, leasing managers, and others advancing our leasing efforts with marketing and touring various spaces when necessary and with systems support around tracking key lease terms.
Manage and coordinate utilization of various software applications, including Yardi, C-Cure, Building Engines and Shared Drive Document storage.
Insert new user data into various systems as directed by Director of Operations.
Serve as primary contact with Yardi, Yardi consultants and other Campus Service Yardi users.
Analyze Building Engines work order data and systematically monitor and report on timely resolution of requests.
Create document management hierarchy, train others to organize documents and organize historic documents to facilitate information sharing.
Assist the Managing Director and Director of Operations with organizing asset management performance indicators.
Analyze performance data to discover actionable trends.
Prepare reports and presentations to develop consensus around asset management strategies that make Harvard's portfolio meet an array of objectives in furtherance of Harvard's mission.
At the direction of the Director of Real Estate Advisory Services, create and populate systems and processes that plan, organize, coordinate and execute the space planning and relocation needs of institutional University partners
Track and forecast inventory of space available to be used by University partners, with range of anticipated costs and other limitations.
Survey, forecast and track internal university space planning needs.
Prepare multiple scenarios for space planning for the Director of Real Estate Advisory Services or the Managing Director to present to University partners.
Track emerging trends in office design and prepare materials that outline benefits and draw-backs of different approaches.
Create processes/materials that facilitate discovery process for University partners to prioritize goals of leasing, space selection and build outs.
Assist with showing prospective tenants' available space when necessary.
Create relocation planning tools to help partners properly assess their needs and comprehensive space planning decision impact - financial, tactical and logistical.
The mission of Harvard Real Estate (HRE) is to provide exemplary real estate stewardship and services to the University, including leasing, space planning, acquisitions/dispositions, property management, due diligence and advisory services. HRE is directly responsible for the stewardship of 94 diverse buildings with 3.4M square feet in Boston, Allston, Shrewsbury and Kittery, ME. In addition, HRE provides office/retail lease management for an additional 600K square feet and oversees ~40 acres of undeveloped land. HRE also provides specialized real estate advisory services, primarily in the realm of leasing and space planning to support and complement real estate activities undertaken by other Harvard businesses and schools. HRE reports to the Vice President of Campus Services, Harvard University.
Salary Grade: 057
Union: 00 - Non Union, Exempt or Temporary
BS Degree, plus 5 years of real estate or relevant experience required.
Must have strong technical, analytical and financial skills/experience. Required systems and application skills include advanced Excel and Yardi. Working knowledge of typical commercial lease terms, and lease management and access control database systems are integral to the work
Must have demonstrated skill at managing multiple priorities.
Strong interest in working with clients to define their real estate needs, research options and recommend solutions that advance the best possible result. Commitment to maintaining ongoing client and professional relationships through trusted communication is required for success in this position. Skills and experience contributing to database set-up and maintenance, and financial analysis preferred. Experience using data to assist with revenue forecasting also valuable.
Experience using data to assist with revenue forecasting also valuable.
Must be able to build relationships and work with a diverse set of constituents with competing priorities.
Sense of humor, keen learner and poise under pressure also integral to success.
Familiarity with Harvard community is valuable but not required.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 48808BR
About Harvard University Campus Services
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.