BUSINESS AND PROPERTY SPECIALIST
Performs responsible administrative and technical work involving developing and participating in the evaluation of financial returns, assist in lease negotiations, methods analysis, operational audits, and other elements of reporting, as well as developing and tracking lease agreements and contracts. Work is performed under the general direction of the Manager, Facilities and Property. Duties are performed with independence requiring the exercise of discretion, sound judgment, and initiative. Work is reviewed through conversation, observation, analysis of reports and recommendations, and results achieved.
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.
Property Group responsibilities include: Prepares tenant lease term sheets for management review. Communicates with tenants upon term sheet approval. Confirm NYS business entity. Verifies new leases are vetted through NFTA general counsel, accounting, and levels of management prior to board submission. Facilitates approved leases through post approval process. Reviews monthly tenant invoices to confirm amounts and correct invoicing errors. Notifies property management of timeline flags to address lease renewals. NFTA property Group includes 50+ tenants with a primary property focus on 485 Cayuga, 247 Cayuga, 235 Aero, 175 Aero, and railroad right of ways.
Records and Tracking responsibilities include: Tracks guidelines for acquisition and disposition of real property to the management team. Prepares Board resolution for guideline approval. Prepares annual report of dispositions and acquisitions over $15,000. Review, record, and confirm ownership of NFTA property tax bills. Track all facility expenses for properties.
Purchasing responsibilities include: Prepares and processes Facilities and Property purchasing invoices, requisitions, purchase orders, and internal personal purchase reconciliation. This includes reporting capital charges on NFTA enterprise system. Reviews spending limits are within the department purchasing guidelines. Processes and requests purchase orders from accounting department. Retrieves proper approval and authorization for purchase orders.
Budget responsibilities include: Prepares operating and capital budgets for NFTA properties, transportation centers, and rail facilities. Facilitates and leads budget plans for upcoming fiscal year. Tracks capital project expenditures. Facilitates project authorization for capital projects. Tracks and closes completed projects. Reviews monthly financial statements and key item reports to track revenues and expenses.
• Develops plans, schedules, and directs maintenance for cost center buildings and properties, including contractor payments.
• Assist Property Group with lease negotiations.
• Prepares lease term sheets and tenant agreements.
• Reviews and confirms tenant invoice accuracy.
• Initiate lease renewals for negotiation.
• Monitors the status of real properties and the terms of lease agreements, as well as, being contact person for tenants and logging complaints.
• Prepares and guides department board resolutions and Office of General Services (OGS) reports.
• Prepares operating and capital budgets for Properties, Transportation Centers, and Rail Facilities.
• Tracks capital project expenditures.
• Monitors and reports on Properties, Transportation Centers, and Rail Facilities budgets.
• Ensures compliance with guidelines for acquisitions and dispositions of real property including preparing annual reports.
• Maintain department files for all tenants.
• Tracks Property Group dashboard key performance indicators (KPI’s) for department review.
• Performs administrative duties for department.
• Prepares agenda, reports, and minutes for Property Risk Management Committee.
• Performs a variety of other related minor duties as required.
KNOWLEDGE, SKILLS and ABILITIES:
Knowledge of property management methods and procedures in order to identify cost reductions and recommend necessary improvements to facilities. Knowledge of accounting principles and procedures in order to effectively monitor revenues and expenses. Knowledge of modern office management principles, practices, and equipment. Knowledge of computerized data processing systems. Ability to communicate effectively in oral and written form in order to identify tenant needs, recommend appropriate solutions, and prepare required reports. Ability to establish and maintain effective working relationships.
Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.
A Bachelor’s degree with major course work in business administration or accounting with a minimum of three (3) years of real property management experience, or an equivalent combination of education, training and experience.
The Niagara Frontier Transportation Authority is an Equal Opportunity Employer