Property Representative – Lease/Contract Administration

About the Role

The Port Department of the Port Authority of New York and New Jersey is currently seeking a Property Representative to join the team.   This group plays a crucial role in the Port Commercial organization and works with various internal stakeholders such as Environmental, Operations, Finance, Capital & Planning, PA Law, and much more.   Under the direction of the Manager, and Assistant Manager the selected candidate will be responsible for managing and administering process workflow for leases and agreements located at Port Department Marine Terminal facilities in both New York and New Jersey.  The successful candidate will work closely with internal departments such as, but not limited to, Revenue Accounting, Law, Risk and Treasury Departments, pertaining to the lease requirements and workflow process.

Responsibilities

• Coordinating the preparation, tracking, and execution of various documents and legal agreements (exercising quality control)
• Working with Audit Department to respond to and address audit findings
• Working with team members on preparing authorizing documents (agenda items for PA Board approval, Memoranda of Justification and Memoranda of Authorization) that detail any tenant investment, rental fee structures and other terms and conditions
• Create, update and track system entries for generating lease agreements using SAP Real Estate
• Manage accounts receivable and customer service/billing issues,
• Administration of fees and compliance associated with lease agreements,
• Manage and update Excel databases and draft reports as required and preparing the division’s annual expense and revenue budgets
• Administration and collaboration with team on the division’s internal authorization process, and other day-to-day administrative functions and duties as required.

Minimum Qualifications

• Bachelor’s Degree, preferably in Business Administration or a related field from an accredited college or university 
• In Lieu of a Bachelor's Degree, 3+ years of increasingly responsible experience managing administrative or business processes.
• Must have a valid driver’s license, as this position will require the incumbent to travel independently, on occasion, to various Port Department facilities that are not easily accessible via public transportation.
• The selected candidate will be required to pass a Federal Security Background check and obtain a Transportation Workers Identification Credential (TWIC) to work in a maritime environment as required by Department of Homeland Security.

Desired Qualifications

• Demonstrated administrative and self-management skills.
• Demonstrated project management and ability to work independently and manage multiple tasks simultaneously.
• Excellent interpersonal skills, interacting effectively with all levels of both internal staff from various departments, as well as with tenants.
• Basic knowledge of commercial or industrial real estate industry and concepts.
• Demonstrated familiarity or experience with contract or lease management tools, applications, or systems.
• Experience creating or reviewing lease abstracts.
• Knowledge of rental and leasing policies and procedures.
• Demonstrated experience in problem solving and conflict resolution.
• Demonstrated ability to take initiative and ability to multi-task.
• Demonstrated ability to understand financial analyses related to real estate transactions.
• Excellent written and oral communication skills with demonstrated experience interacting with executive management both internally and externally. 
• Basic knowledge of maritime, transportation, and distribution industries.
• Knowledge, experience, and skills in utilizing SAP Real Estate, SAP VIM, and DocuSign.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Selection Process

The application process varies by position, but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation & Benefits

The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.

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