Lease Administrator and Records Analyst

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 75,000 - 85,000; Full time

Job summary

The Rector & Visitors of the University of Virginia seeks a Lease Administrator & Records Analyst to manage lease administration, payments, records, and data across UVA's real estate portfolio. This on-site role partners with Finance, Facilities Management, Procurement, Legal, and other departments to support strategic real estate objectives.

The position requires a Bachelor's degree or equivalent, 1+ years of relevant experience, and knowledge of lease administration and real estate accounting.

Qualifications

• Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• Experience: 1+ years relevant experience.
• Virginia real estate license or related professional certification preferred.
• Two years of experience in commercial real estate lease administration, property administration, real estate operations, records management, or a related field preferred.
• Experience maintaining databases, records systems, and financial or operational data.
• Experience administering contracts, leases, licenses, or other legal or business agreements.

Responsibilities

• 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, 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.

Skills

Lease administration

Real estate data

Records management

Data maintenance

Stakeholder collaboration

AI-enabled tools

Education

Bachelor's degree or equivalent

Job description

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.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

The anticipated hiring range is $75,000-$85,000, commensurate with education and experience.

Exemption Status

This is an exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement

This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after [DATE]. Priority will be given to applications received by November 1.

Background Check

Background checkswill be conducted on all new hires prior to employment.

Visa Sponsorship

This position will not consider candidates who require immigration sponsorship now or in the future.

Reference Check Process

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.