Description
Prosper Portland is the economic and urban development agency for the city of Portland. Our work is based on four cornerstones: growing family-wage jobs, advancing opportunities for prosperity, collaborating with partners for an equitable city, and creating vibrant neighborhoods and communities. We make racial equity the foundation of our community and economic development work. We embrace values of authentic inclusion, transparency, and collaboration within our workplace and working with our partners.
**Job is open until filled. The first review of applications will take place on July 15, 2024. Please apply by this date for first consideration. The first-round interviews will be completed by July 26, 2024.
Summary
The Project Program Specialist-Real Estate provides moderate to complex administrative support to the Asset Management team. The position supports the team on a wide variety of projects which include day-to-day real property management, leasing, and maintenance activities, assisting with budget creation and reconciliation, maintenance of property records and databases and other duties.
Functions and Responsibilities

• Supports asset management team in the operations, maintenance, and management of agency-owned real estate property assets and other internally managed properties.
• Prepares, under the guidance of the Commercial Real Estate Project Manager, standard template temporary use permits, license agreements, permits of entry, and other minor, short-term agreements with terms not exceeding two (2) years.
• Administers and processes leasing broker and external property management contracts, agreements and modifications with guidance from the Commercial Real Estate Project Manager..
• Monitors and tracks budgets for properties and assigned project, in coordination with the Commercial Real Estate Project Manager, Real Estate Portfolio Analyst and accounting team. Assist in the review of month-end property financial reports received by external property manager and supports the Real Estate Portfolio Analyst with the reconciliation of the reports in Yardi and compiling reports for review by A&I Manager, Department Director, and Executive Team.
• Process payments for special and on-going governmental property fees and tax assessments, property utilities, accounts payable and receivable, invoices, and other associated property Ensure payments are processed and paid in a timely manner.
• Assist Commercial Real Estate Project Manager with contract administration, and related procurement processes, including providing administrative support on solicitation, disbursement, compliance, and reporting processes.
• Supports Development and A&I Teams on documenting and tracking real estate transactions including acquisitions, dispositions, and granting of property rights.
• Works with Commercial Real Estate Project Manager and external property managers to conduct occasional and routine due diligence for properties including periodic physical inspections, site visits, and ordering property condition assessments.
• Researches and assists the asset management team and external property manager in tracking property, tenant, and contractor issues related to property portfolio.
• Regularly update and revises Prosper Portland property plans with guidance from Development and A&I team leads.
• Maintain property records, files, and real estate database information.
• Support A&I Team and department with other administrative, contract, or other relevant duties as assigned.

Scope

• Operates under general supervision. Duties are typically routine and follow specific procedures or policies. Receives general instruction on new assignments. Work is periodically reviewed.
• Follows policy, templates and procedures and may make decisions within routine, established aspects of responsibilities. Deviations from the norm often require discretion and oversight.
• Decisions and errors in work can have minor financial or operational impact to the agency.
• Work involves a moderate level of complexity due to the tight timelines, frequent interruptions, the need to prioritize multiple assignments, the interaction with external stakeholders and the need to use discretion in those interactions.
• Position has no supervisory responsibilities; however, may oversee the work of or train student staff. Position reviews the forms and related documentation of others to ensure compliance with established policy and procedure.

Competencies
Putting People First, Inclusion & Collaboration

• Interpersonal Skills : Ability to establish and cultivate authentic and effective working relationships and partnerships. Exercises active listening, tact, patience, discretion, and political awareness.
• Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help.
• Teamwork: Ability to work inclusively and collaboratively with others and across teams.
• Communication: Effectively communicates both verbally and in writing.
• Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions.
• Advancing Equity: A demonstrated commitment to advancing social and racial equity, and actively seeks out opportunities to do so. Ability to learn, understand, and apply the principles and practices of equity to work.

Excellence, Innovation & Learning

• Knowledge: Excellent knowledge and skill of complex clerical and administrative functions and best practices. Demonstrated knowledge and use of Microsoft Office and other software applications, particularly with MS Excel. Understanding and technical knowledge in one or more of the following areas: property management, leasing, permitting, and real estate portfolio management. Familiarity with business practices such as accounting, budgeting, and records management. Basic understanding of public administration.
• Continuous Learning: Openness to new ideas. Ability to provide and receive constructive feedback. Ability to ask for help and learn from experiences.
• Problem Solving: Ability to apply research, analytical, and creative problem-solving skills. Exercises sound judgement in carrying out responsibilities. Ability to apply law, policy, and procedure to work.
• Adaptability: Flexibility to respond to shifting and competing work demands. Perseveres in the face of obstacles.
• Planning and Organization: Ability to independently organize, prioritize, coordinate, and monitor work. Detail oriented. Ability to apply planning and process mapping for agency workflow.
• Accountability: Takes responsibility for one's actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.

Minimum Education, Training and/or Experience
Five year in office administration, clerical support, financial administration, purchasing, accounting or equivalent experience. At least 3 years of this experience must be in property management, leasing, or real estate portfolio management. An associate's, bachelor's, or master's degree will substitute for up to one year of experience.
Physical Requirements
Position requires ability to remain in a stationary position for extended periods of time along with the ability to move throughout the office and travel to properties and events. Position may require the ability to walk on uneven terrain, ladders, and stairs. Although rare, this position may need to lift up to 20lbs. Position often uses a computer and other standard office equipment. Position must communicate and interact with internal and external stakeholders often regarding complex subject matter.
Working Conditions
Normal working hours Monday through Friday [8 AM - 5 PM] in a combination of in-person and remote work; Additional hours may be needed to meet deadlines. Position requires frequent travel to external meetings and events; travel out of the metro area may occur. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.