Real Estate Transaction and Portfolio Specialist

Job Summary

Provides professional, detail-oriented support for the university's real estate activities, with a primary focus on transaction documentation, portfolio recordkeeping, lease and legal agreement administration, real estate focused research and process coordination. The position supports the Real Estate Director by ensuring accuracy, consistency, compliance, and continuity across real estate transactions and assets in accordance with university policies and Board of Regents (BOR) requirements.

Responsibilities

KEY RESPONSIBILITIES: 1 -

Lease administration, portfolio support and recordkeeping:

• Maintain accurate and up to date lease records, critical dates, and documentation within the lease administration system.
• Monitor and track key lease obligation's including renewals, expirations, rent escalations, and compliance milestones'to ensure timely action and prevent operational risk.
• Support portfolio reporting by preparing summaries, analytics, and dashboards for leadership and cross functional partners.
• Coordinate with Finance, Legal, and other institutional stakeholders to validate lease data, resolve discrepancies, and ensure consistency across systems.
• Assist with the management of communications, notices, and documentation related to ongoing lease obligations.
• Maintain organized, compliant electronic filing systems for all real estate documentation, agreements, correspondence, and project records.

KEY RESPONSIBILITIES: 2 -

General real estate related tasks: regulatory research, agreement review/drafting, and project support.

• Conduct research on zoning regulations, land use restrictions, permitting requirements, and other relevant regulatory frameworks to support real estate strategy and decision making.
• Assist in reviewing, drafting, and preparing real estate'related agreements such as letters of intent, easements, license agreements, access agreements, and amendments.
• Coordinate with Legal to ensure all documents align with organizational standards, regulatory requirements, and risk mitigation guidelines.
• Support real estate, planning, construction, and facility initiatives by preparing documentation, tracking project progress, and assisting with stakeholder coordination.
• Produce analytical summaries and recommendations based on research findings, market data, and project objectives.
• Partner with internal teams to ensure alignment across real estate strategy, facility requirements, and long term portfolio planning.

KEY RESPONSIBILITIES: 3 -

Real estate documentation and transaction coordination:

• Support end to end transaction processes, including site evaluations, due diligence, approvals, and documentation flow.
• Coordinate all transaction-related activities with internal partners, brokers, landlords, attorneys, and external consultants.
• Prepare and manage transaction packages, approvals, and required documentation for acquisitions, dispositions, leases, and renewals.
• Track transaction timelines, deliverables, and dependencies to ensure milestones are met and issues are escalated appropriately.
• Facilitate document execution, notarization, and recordation as needed, ensuring accuracy and compliance.
• Maintain comprehensive records of all transaction activities for audit readiness and organizational transparency.

Required Qualifications

Educational Requirements

Bachelor's degree from an accredited institution of higher education in real estate, business administration, public administration, planning, finance, economics, geography, legal studies, or a related field; or an equivalent combination of education and experience.

Required Experience

Three (3) years of progressively responsible experience in commercial real estate, public-sector real estate, legal or paralegal work, property administration, lease administration, or transaction support involving documentation management, coordination, and recordkeeping.

Preferred Qualifications

Preferred Educational Qualifications

Undergraduate or advanced degree from an accredited institution of higher education in related field

Preferred Experience

Experience in higher education, public-sector, government, healthcare or institutional real estate
Demonstrated experience and familiarity with legal documents such as real estate contracts, easements, land use regulations, and entitlement processes
Experience coordinating with attorneys, planners, brokers, or government agencies
Experience maintaining lease abstracts, asset inventories, or contract tracking systems

Proposed Salary

The budgeted salary range is $69,280 to $80,000. Offers are based on relevant experience. Comprehensive benefits to include Medical, Dental, Vision, 13 paid holidays, vacation, generous retirement plans, tuition waiver, wellness options, and much more! Visit hr.kennesaw.edu/benefits.

Knowledge, Skills, & Abilities

ABILITIES

• Ability to manage records, track deadlines, and maintain organized files across multiple projects
• Ability to balance professional judgment with administrative responsibilities
• Ability to work independently while supporting senior leadership
• Able to handle multiple tasks or projects at one time meeting assigned deadlines

KNOWLEDGE

• Working knowledge of real estate terminology, contracts, and transaction processes

SKILLS

• Strong attention to detail and commitment to documentation accuracy
• Proficiency with standard office software and document management systems
• Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
• Proficient with computer applications and programs associated with the position (i.e., Microsoft Office suite)
• Strong written communication skills, including the ability to summarize complex information clearly
• Strong attention to detail and follow up skills
• Strong customer service skills and phone and e-mail etiquette

Other Information

This is not a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).
This position may travel 1% - 24% of the time

Background Check

• Standard Enhanced
• Education