City of Hope Administrator, Corporate Real Estate in Duarte, California

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

The Administrator, Corporate Real Estate performs a broad range of administrative and asset management functions with respect to a diverse real estate portfolio located both on and off City of Hope’s main campus, currently consisting of over 40 leased locations, multiple owned properties, and other types of interests. The Administrator uses sound judgment to manage the property-related operations for City of Hope’s holdings, which encompass ambulatory clinics, acute care environments, office, retail, hospitality, residential, laboratory, research, student housing and other properties. Interacting with Landlords, liaising with Tenants, managing vendors, and bringing prompt and professional resolution to a wide variety of issues, the Administrator serves as the key point of contact for issues related to our leased and owned properties. This role also communicates up-to-date information regarding the status of each asset, including financial and operational information, property details and performance metrics. This role may have supervisory responsibilities over other support positions. The Administrator supports the entire department’s operations, but reports to, and works most closely with the Associate Directors.

Essential Functions:

  • Serves as early point of contact to address all day-to-day operational issues with Landlords, Tenants, vendors, internal departments and others. Resolves user lease and occupancy issues, prioritizes requests, investigates and reconciles grievances, and assures compliance with all lease terms. Oversees vendors and contractors. Communicates across internal departments including General Counsel’s Office, Philanthropy, Corporate Finance, and Corporate Accounting.
  • Administers and handles invoices, contracts, bills and other expense payment and income receipt transactions using ERP, MediTract and other systems. Provides support in reviewing and processing invoices for accuracy and timeliness.
  • Identifies and selects service providers, contractors, and vendors; conducts property and building inspections, maintenance and repairs; and supports establishing compliance with quality standards and specifications.
  • Manages processes related to proposals, bids, and contracts; certificates of insurance; lease estoppels, warranty claims; parking, signage, and safety issues; and other property management functions.
  • Oversees the organization and keeping of records, both hard copies and digital, related to property files, architectural and engineering plans, lease agreements and abstracts, monitoring of lease expirations, vendor agreements, contractual amendments, and other information. Initiates audits as needed or appropriate.
  • Develops annual operating budgets and forecasts. Prepares variance reports and reconciliations as needed. Takes an active role in the planning, budgeting and control of operating and capital expenditures. Calculates and reviews certain rent increases in accordance with the Consumer Price Index and/or other criteria. Maintains property real estate tax list and assessments.
  • Manages all aspects of graduate student housing program including but not limited to unit selection, assignment, move-in, leasing, rent collection, payroll deductions, stipend deductions, deposits, establishing and publishing rules/regulations, repairs and maintenance of units and close collaboration with all internal and external stakeholders.
  • Prepares, reviews, handles, execution and recordation of a variety of real estate and legal documents. Supports all aspects of real estate and other transactions including but not limited to listing and marketing, interactions with brokers, sales transfers and other dispositions, closing, escrow and title, due diligence, and manages all documentation related thereto.
  • Assist and support all department team members in a variety of roles, functions and duties, some of which are clerical, secretarial and administrative in nature, others of which required specific, professional knowledge and expertise.
  • Pursuant to City of Hope policy and as designated, serve as Notary Public for department and enterprise.
  • Demonstrates integrity and appropriately maintains confidentiality. Requires judgment that could affect the image and operating budget of City of Hope.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:

  1. Communication - Expresses ideas clearly and constructively (written and spoken, upward and downward, one-on-one and with groups).
  2. Customer Service - Seeks to understand customer needs and works to exceed customer expectations (internal and external).
  3. Initiative - Looks for opportunities to improve performance; manages time, work, and relationships effectively and efficiently.
  4. Professionalism - Treats others with respect; abides by the institutional values; displays a positive and cooperative attitude; adheres to the workplace Code of Conduct and compliance policies.
  5. Stewardship - Identifies efficiencies to reduce redundancy and/or elimination of tasks resulting in savings of cost, resources, and or/time.
  6. Teamwork - Works proactively and collaboratively with others to streamline work and achieve mutual goals.

Position Qualifications:

Minimum Education:

  • Bachelor’s Degree
  • Experience may substitute for minimum education requirement

Minimum Experience:

  • 3-5 years in property management and administration of commercial real estate portfolios.

Required Courses/Training:

Req. Certification/Licensure:

Preferred Education:

  • Master’s Degree in a related field

Preferred Courses/Training:

  • Accounting, real estate, property law

Pref. Certification/Licensure:

  • Notary Public

Preferred Experience:

  • Previous supervisory experience; healthcare real estate administration and/or commercial real estate; tenant-side experience preferred

Skills/Abilities:

  • Demonstrated working knowledge of wide administration of lease types.
  • Required knowledge, skills, and abilities include: legal, accounting, construction, maintenance, supervisory, negotiating, and presentation skills.
  • Effective interpersonal, negotiating, oral and written communication skills to maintain a high level of accuracy.
  • Demonstrated organization, decision-making, and problem-solving skills to solve moderately complex issues requiring sound judgment, discretion and tact.
  • Detail oriented with proficient demonstration of successful work in supporting team efforts.
  • Ability to create business correspondence and spreadsheets accurately.

Software:

  • Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Microsoft Project
  • ERP System experience (Oracle or PeopleSoft preferred)
  • Real estate management solutions (e.g., Yardi, CoStar) Contract ManagerE-
  • Builder
  • Archibus
  • Salesforce

Machines/Equipment:

Working / Environmental Conditions:

  • Works in a fast-paced office environment. Regional travel required to off-campus locations. Handles multiple tasks simultaneously. Subject to regularly changing priorities and work assignments.

Physical Demands:

  • Local site visits or travel to locations required.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability. #LI-RA