Position Summary: The Senior Lease Compliance Specialist serves as the senior technical resource for lease compliance and lease administration activities within Real Estate at DCAMM (which includes the Leasing office and the Office of Real Estate Management). Working under the direction of the Compliance Manager, this position oversees day-to-day compliance activities, supports portfolio management efforts, supervises compliance support staff and paralegals, and develops standardized processes and workflows to ensure operational efficiency and consistency.
The ideal candidate possesses exceptional attention to detail, strong analytical and organizational skills, and extensive experience reviewing complex lease documents, conducting audits, managing compliance obligations, and improving business processes. This position plays a critical role in ensuring the integrity, accuracy, and effectiveness of lease compliance and administration activities across the Commonwealth's leased portfolio.
Detailed Statement of Duties and Responsibilities Lease Compliance and Administration - Maintain and oversee detailed lease abstracts, critical date tracking systems, and compliance records for an extensive portfolio of leased properties.
- Monitor lease obligations, notice requirements, renewal deadlines, amendment requirements, and other contractual obligations to ensure timely action.
- Review lease agreements, amendments, and related documents to identify compliance requirements, risks, and potential liabilities.
- Assist in the development and implementation of compliance monitoring programs to ensure adherence to lease terms and contractual obligations.
- Work closely with Project Managers to verify that contractual milestones, deliverables, and lease obligations are met.
- Coordinate with user agencies, landlords, legal counsel, and internal stakeholders to resolve lease compliance and operational issues.
- Conduct property and lease file reviews to ensure complete and accurate documentation is maintained.
Audit and Financial Review - Lead audits of lease agreements, including NNN lease reconciliations, operating expenses, escalation charges, and other landlord billings.
- Review financial records, invoices, reconciliations, and supporting documentation for accuracy and compliance with lease provisions.
- Identify discrepancies, compliance concerns, and financial risks, and recommend corrective actions.
- Prepare detailed audit reports, findings, and recommendations for management review.
- Monitor implementation of corrective actions and follow-up activities related to audit findings.
Process Improvement and Workflow Management - Develop, implement, and maintain standardized workflows, procedures, and quality-control processes for lease administration and compliance activities.
- Identify opportunities to improve operational efficiency, consistency, and accuracy across lease management functions.
- Establish document management standards and compliance tracking systems.
- Create and maintain process documentation, desk procedures, and training materials.
- Assist with implementation of technology solutions and reporting tools to improve lease administration and compliance oversight.
- Recommend operational improvements that enhance productivity, accountability, and customer service.
Staff Oversight and Technical Leadership - Provide day-to-day guidance and technical oversight to Lease Compliance Analysts, paralegals, and other support staff.
- Review staff work products for completeness, accuracy, consistency, and compliance with established procedures.
- Assist with staff training, onboarding, mentoring, and professional development.
- Serve as a subject matter expert on lease compliance, lease administration, auditing, and documentation standards.
- Help establish performance expectations and best practices for lease compliance activities.
- Support workload management and prioritization to ensure timely completion of assignments.
Reporting and Portfolio Analysis - Compile, analyze, and interpret lease performance, compliance, and operational data.
- Develop reports, dashboards, and presentations for management and executive leadership.
- Track compliance metrics, audit results, critical dates, and portfolio performance indicators.
- Assist in identifying trends, emerging risks, and opportunities for process improvements.
- Prepare recommendations regarding compliance initiatives, operational enhancements, and risk mitigation strategies.
Stakeholder Relations - Maintain effective working relationships with user agencies, landlords, legal counsel, consultants, and other stakeholders.
- Respond to inquiries regarding lease compliance, audits, lease obligations, and property management issues.
- Participate in meetings and projects involving lease administration, compliance, and operational initiatives.
Preferred Qualifications - Significant experience in lease administration, lease compliance, real estate, property management, contract administration, legal support, or a related field.
- Experience reviewing and interpreting commercial lease agreements and related legal documents.
- Experience conducting lease audits, including NNN reconciliations and operating expense reviews.
- Demonstrated experience developing workflows, procedures, and process improvements.
- Experience providing oversight, training, or mentoring to professional or administrative staff.
- Strong analytical, organizational, and problem-solving skills.
- Exceptional attention to detail and commitment to accuracy.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Proficiency in Microsoft Office applications, database systems, and reporting tools.
- Knowledge of commercial real estate practices, lease administration principles, and lease compliance requirements.
- Ability to work independently while collaborating effectively across teams and organizational levels.
Qualifications:First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) five years of full-time, or equivalent part-time technical or professional experience in urban or regional planning, environmental planning, transportation planning or land use planning, and (B) of which at least three years must have been in a professional capacity, and (C) of which at least one year must have been in a supervisory capacity, or (D) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's degree with a major in urban or regional planning, environmental planning, urban studies, architecture, landscape architecture, civil, environmental, or transportation engineering or environmental sciences may be substituted for two years d the required (A) experience.* II. A Graduate degree with a major in urban or regional planning, environmental planning, urban studies, architecture, landscape architecture, civil, environmental, or transportation engineering or environmental sciences may be substituted for three years of the required (A) experience and one year of the required (B) experience. *Education toward such a degree will be prorated on the basis on the proportion of the requirements actually completed. NOTE: Educational substitutions will only be permitted for a maximum of three years of the required experience. Substitutions will only be permitted for a maximum of one year of the required (B) experience. No substitution will be permitted for the required (C) experience. SPECIAL REQUIREMENTS: Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License.
Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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