Reporting to the Director of Finance Administration, the Senior Coordinator, Leases and Contracts will review, draft and administer leases and contractual agreements. They will also be responsible for managing the lease and property database software, lease payments and renewals; training personnel on contract procedures and drafting; and completing and compiling all contract and lease documentation. The Senior Coordinator will work closely with finance and legal teams.
- Review office leases and amendments for all locations in Audubon network; work closely with General Counsel on non-standard and more complex arrangements and property acquisition paperwork.
- Set up payments and monitor monthly to ensure compliance with lease terms. Review and process additional landlord billings. Manage payment and return of security deposits.
- Track critical lease-related dates for renewals, options and expirations.
- Work with network to ensure proper documentation is in place prior to lease termination.
- Monitor and document employee residential occupancy agreements. Work with HR to ensure employees residency complies with IRS guidelines.
- Maintain lease database; complete transition from excel spreadsheets to ProLease software for all leased properties. Enter all lease documentation and related information into ProLease.
- Ongoing and timely verification and abstraction of lease information and appropriate updating of database
- Implement use of ProLease for owned properties.
- Work with legal to ensure conservation easements and other land restrictions are properly documented and tracked.
- Assist in establishing ProLease as a management tool for stakeholders and analysis
- Review and assist in drafting Audubon standard contracts as requested by network. Ensure essential terms are included and described clearly and completely. Determine if complexity of agreement requires further legal or financial review.
- Preliminary review of non-standard agreements. Consult with General Counsel as necessary.
- Train staff on contract procedures and proper contract drafting.
- Analyze potential risks that contract terms or changes may pose to organization.
- Ensure internal due diligence completed & contracts conform to Audubon policies.
- Review final documents for completeness. Ensure all salient terms are included, proper forms are used, boilerplate terms and conditions are included and that all attachments and referenced exhibits are in place.
- Shepherd agreements through headquarters office review and signature process.
- Ensure executed agreements are communicated to necessary parties to provide contract visibility and awareness and to fulfil regulatory filings.
- Maintain contract files in Audubon’s contract software program.
- Regularly review policies and procedures and make recommendations for improvements that allow for efficient and smooth functioning operations.
- Perform other job duties as assigned to support Director, Finance Administration.
Qualifications and Experience
- At least three years demonstrated work experience in an administrative or office management position to include working with leases and real estate documents.
- A high level of organizational skills, a respect for details, and a meticulous attention to accuracy. Must be able to spot errors and inconsistencies. Requires a high level of accountability and responsibility.
- Experience reviewing business terms and understanding of contractual language required.
- Excellent writing and oral communication skills, as well as good analytical, editing, and proofreading skills.
- Proficiency in Microsoft Office, especially Excel, Word, and Outlook. Experience with Lease Software, especially ProLease, highly preferred.
- Ability to adapt to various software and automated systems.
- Exceptional customer service skills and an excellent email and telephone demeanor
- Ability to engage professionally with employees at all levels and in all areas of the organization.
- Must be good humored and a team player.
- A self-starter with a proactive approach to assignments, one with the ability to work both independently and as part of a team, solve problems with limited supervision, prioritize tasks, and meet deadlines.
- Associates degree in related field required; Bachelors Degree preferred.
The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.
Beginning September 15, 2021: Audubon requires all staff either to provide proof of being fully vaccinated or, if they cannot provide such proof for any reason, to wear a mask while working indoors, including in all Audubon facilities and offsite, and while working outdoors in situations where they cannot maintain social distancing. In addition, at this time and until CDC recommendations change, all staff in counties the CDC identifies as having “substantial” and “high” COVID transmission rates must wear masks indoors (unless alone in a closed office) and outdoors in situations where they cannot maintain social distancing regardless of vaccination status.
This policy covers national and state offices, centers, and sanctuaries, as well as Audubon employees working offsite. Should you be selected for this position, you will be asked to acknowledge you have read the above policy and provide your vaccination status.