Contracts Technician (Real Estate)
Do you read the fine print of every contract you sign? Is your attention to detail second to none? Do you enjoy seeing processes run smoothly and compliantly? Yes?
Please join our team!
The Colorado State Land Board is looking for a Contracts Technician to join our Transactions and Records Services (TRS) team. This position supports the Real Estate line of business.
What is the State Land Board?
The State Land Board is a constitutionally created agency founded in 1876 that manages a $4 billion endowment of assets for the intergenerational benefit of Colorado’s K-12 schoolchildren. We compete in private markets daily and take pride in being especially entrepreneurial and business-savvy. We are the second-largest landowner in Colorado and generate revenue for public schools by leasing nearly three million surface acres and four million subsurface acres for agriculture, grazing, recreation, commercial real estate, rights-of-way, renewable energy, oil, gas, and solid minerals.
What does the Transactions and Records Services team do?
Our six-person TRS team writes, manages, and maintains contracts for 7,600 mineral estate and surface contracts that often carry unique terms and conditions. We draft contracts and templates, manage files, administer bond/insurance requirements, and ensure compliance with Board policies and procedures and state and federal law. This team works collectively to produce monthly board materials, conduct board meetings and uphold the high standards of established public records. The TRS team members are the self-proclaimed ‘process improvement gurus’ and we enjoy helping our agency maintain great management principles using automated records systems so that we capture, retain, and classify our work for public and institutional memory. Yes, we’re busy!
What does the Real Estate team do?
The State Land Board owns 650,000 square feet of commercial real estate valued at $130 million. In part, the 4-person Real Estate team acquires and disposes of properties, leases space within our commercial buildings and parking lots, and issues leases for our towers and renewable energy lines of business. We have approximately 50 internally managed commercial real estate leases and 50 externally managed real estate leases covering a variety of different uses, including but not limited to cell towers, parking lots, commercial ground leases, and building tenants. Due to the diverse and generally intensive nature of commercial real estate leasing, every lease contract and lease contract process needs to be customized and modified to fit the needs of the property, its user, and its use.
The job opportunity
NOTE: Shifts must occur during core business hours (Monday through Friday, 9 am - 3 pm) and you’ll be expected to work at the Denver office during training. You can discuss your preferred schedule with your supervisor, as our agency operates on a hybrid work schedule.
As our Contracts Technician, you provide technical and administrative transactions support for the TRS and Real Estate teams regarding document and lease processing, title research and closings, electronic file management, billing, and auditing tasks. You use scanning equipment and different software platforms daily -- Google, Microsoft, Adobe, Netsuite, Laserfiche, DocuSign -- to manage documents.
1. Create and maintain all commercial contract processes and related documents.
- Understand a diverse set of real estate contracting needs, work with commercial real estate staff and customers on contract development and manage transaction projects to deadlines.
- Under guidance from the Real Estate Managers, serve as the agency’s real estate closing agent. Review all closing documents including property survey and the ownership and encumbrance (O&E) report to identify encumbrances or title issues; remedy issues to the extent possible prior to closing.
- Create and maintain process checklists and project tools, and ensure compliance with State Land Board commercial leasing policy and procedures in addition to state and federal law.
- Initiate and manage public queries and media notices regarding commercial contract opportunities and associated transaction processes according to precise timelines and required law.
- In coordination with the finance team, verify payments and revenue accounting, collect all relevant documents for the official file and enter custom billing line items.
2. Be a data hygienist and a processing wizard.
- Work with our team to keep records organized and accurate using our Netsuite asset management system workflows to identify database inaccuracies and make corrections, enter custom billing line items and verify payments.
- Perform file management and record keeping.
- Distribute contracts and contract modifications.
- Collect and audit all relevant documents for the official file.
- Scan paper documents and use our standard naming conventions to rename digital files.
- Help fulfill Colorado Open Records Act (CORA) requests.
3. Be a model for superior customer service.
- Assist internal customers. Provide support to colleagues who manage our lines of business. Update and train fellow colleagues on procedures.
- Be professional and helpful with external customers and provide support using the online customer portal to assist customers with online payments and other portal related features.
Desired Characteristics and Attributes
- Four years of experience processing commercial real estate contracts, conducting title searches, maintaining a database and performing electronic file management.
- Demonstrated proficiency and professional experience using Google Workplace, including creating, managing and sharing files using Google Drive.
You get bonus points if you can demonstrate the following:
- High proficiency in Microsoft Suite, Adobe, DocuSign and scanning software
- Experience designing forms, tables, charts, spreadsheets, report forms, etc.
- Experience in a legal environment interpreting contracts and reviewing files
- Secondary education degrees or certifications in paralegal studies or real estate related fields.
To be successful as a member of this agency, you’ll have these professional traits and skills:
- Good written and oral communication with the ability to convey information to others effectively and efficiently
- Independent yet also a team player, proactively helps others
- Strong interpersonal skills
- Customer-service mindset, respectful, helpful
- Proactive, takes initiative, self motivated
- Possess good problem solving skills, seek to understand alternatives, employ logic and good judgment
- Self confident and self aware
- Great work ethic: results oriented, disciplined, conscientious, thorough and diligent
- Honest, trustworthy, dependable
- Enthusiastic, energetic, optimistic, positive attitude
- Organized and professional
- Adaptable and open to change
We compete in the private-sector markets every day and operate largely independently from state government. However, we must follow HR hiring protocols which preclude our agency from viewing resumes or cover letters during the initial review of applicants. So please follow the lengthy prompts and answer all required questions on the application -- only candidates who apply through the state portal are considered. Think of it as an endurance test, we hope to see you at the finish line! Apply online through the state portal.