Property Management Financial Coordinator

FINANCIAL ANL 1 CX (004759)

UCPath Position ID: TBD_4172

Position Description History/Status

Approved Date:

4/16/2025 2:57:09 PM

Date Last Edited:

4/16/2025 2:57:04 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6455D

Division:

REAL ESTATE SERVICES

Department:

318900 - UCLA ASSET MANAGEMENT

Position Details

UCPath Position Number:

TBD_4172

Position Description ID

238177

UC Payroll Title:

FINANCIAL ANL 1 CX (004759)

Business Title:

Property Management Financial Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

TBD

Reports to Payroll Title:

FAC MGT SPEC 4

UCPath Department Head Position Number:

40194410

Department Head Payroll Title:

REAL ESTATE MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Department Senior Portfolio Manager, the Property Management Financial Coordinator will support organizational operations of (8) buildings including: UCLA Wilshire Center, 100 UCLA Medical Plaza, UCLA Westwood Center, The Boulevard, Gayley Center, Wilshire Glendon, UCLA DT, and UCLA Research Park and other off-campus University owned properties, including UCLA Asset Management as a department. Duties include portfolio accounting, lease interpretation, financial analysis, customer service, and cash handling; maintain the department's proprietary property management software programs in compliance with the University policies and procedures; serve as department liaison on financial matters.

The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (eight buildings containing 2M SF, occupied by 150 primarily University tenants and generating $30M of rental income), and limited-service property management to 90 other University owned properties.  Departmental services managed by UCLA employees include: management of day-to-day activities (building operations, repairs and maintenance, janitorial, security, safety, parking operations, and tenant relations); financial management (rent collection, accounting, budgeting, property tax administration, real estate valuations); leasing and lease administration; construction management (tenant improvements, major maintenance and capital improvements); and contracts management (construction contracts and professional services agreements).

Financial Management

A1. Assist with the financial administration of approximately $55 million in annual revenues, expenses, and capital expenditures. A2. Review monthly operating statements for accuracy by comparing statement figures against internal records. A3. Analyze and monitor electronic and manual financial accounting documents and transactions for the Asset Management Department.  A4. Assist in managing the lease administration of approximately 180 University and Non-University leases by reviewing rental agreements to verify and ensure that the lease terms and conditions are maintained and accurately incorporated into the property management software program.  A5. Support financial supervisor in completing annual operating expense reconciliations which includes lease interpretation and calculation of operational expenses as permitted by each provision for University and Non-University tenants. A6. Review required leases for (CPI) Consumer Price Index adjustments required, perform calculation, adjust and apply where applicable.  A7. Resolve financial issues found during monthly reconciliations on operating statements with University tenants, Non-University tenants, and vendors.  A8. Process Professional Services Agreements, construction contracts, and change orders on University accounting systems and monitor balances on each project.  A9. Perform purchasing activities which include procurement, supplies, equipment, and services. Follow up with vendors on order status. Resolve all discrepancies with vendors in a timely manner.  A10. Process and monitor requisitions for Blankets, Purchase Orders, class A", "B", "P" and LVO invoices ensuring all follow the campus Accountability structure adhering to University guidelines.  A11. Must maintain financial and legal records in accordance with Asset Management policies, and procedures.  A12. Portfolio reconciliation of parking activities including monthly credit card reconciliation, review of UCLA Transportation monthly reports, employee payroll deductions, and operational allocation of expenses.  A13. Prepare monthly expense accruals and adjustments.  A14. Manage accounts payables and receivables ensuring invoices and expenses are accurate.  A15. Assist with departmental and portfolio annual budgeting. Includes analysis and preparation of estimated operating expenses and charge rates.  A16. Audit. Assist in data assembly and analysis for Supervisor's response to Internal Audit inquiries regarding financial and accounting issues. Assist in the maintenance of auditable accounting and financial records.

60%

Property Operational Support

B1. Backup and support property management office coordinator during short-term and long-term planned and unplanned absences. B2. Provide support in maintaining building tenant contact lists in software tools used for daily operations.  B3. Prepare and distribute correspondence to tenants including distribution of invoices, statements, misc. charges. B4. Provide support coordinating tenant billable maintenance requests with operational teams. B5.Review and prepare invoices to bill tenants back such expenses as utilities, and any additional work requested by tenants and resolve discrepancies with tenants.  B6. Provide support in departmental office administration including distribution of mail, faxes, blueprints, messenger, courier, supply ordering, etc. maintenance logs as appropriate; management and maintenance of department's technology and software, where needed. B7. Respond to tenant inquiries related to rents, escalations and other miscellaneous recharges. B8. Maintain, review, and forward for action the monthly property management software Reports: Rent Roll, Tenant Activity Report, Tenant Ledger, Accounts Receivable Aging, and Lease Expiration Reports. B9. Complete FSR’s.  B10. Work Order Tracking.

20%

Data Entry

C1.  Enter billable rate charges including base rental rates, operating expenses, CPI, and misc. charge information into the property management software program and the on the on-line campus financial system.

10%

Special Projects

D1. Assist departmental managers as needed. D2. Other duties as assigned.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Accounting or related field/or equivalent combination of education and experience

Required

3-5 years

Commercial Real Estate Accounting

Preferred

Demonstrated knowledge and understanding of financial reporting accounting principles, policies and procedures.

Required

Proficient in property management software, such as Yardi.

Required

Demonstrated skill in mathematical and analytical computations with accuracy, and ability to follow multiple instructions with efficiency and minimal supervision.

Required

Demonstrated skill to analyze financial reports and develop automated spreadsheets to perform analytical analyses.

Required

Knowledge and understanding of real estate law as it applies to commercial leases.

Required

Knowledge of Essbase, FSO, QDB, CashNet. FS Ledger. Bruinbuy and ability to generate reports.

Required

Meticulous attention to details and accuracy.

Required

Demonstrated analytical and decision making ability.

Required

Excellent customer service and interpersonal skills.

Required

Demonstrated ability and skill to establish priorities to meet several monthly financial deadlines and act effectively under time constraints.

Required

Demonstrated ability to operate a computer utilizing Microsoft Office Suite and programs such as Outlook, Excel, Word, PowerPoint, Access and the Internet.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

10920 Wilshire Blvd

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.