Real Estate Director

Summary

The City of Bend is actively recruiting for one(1) full-time Real Estate Director to manage a real estate portfolio that includes 1,900 acres of undeveloped land both inside and outside the city limits and at the Bend Airport, as well as approximately 300 leases of City-owned property. This is a new position with an exciting opportunity to establish and lead the City’s first Real Estate department which will also include a property & lease manager and administrative support. Since this is a new department, the successful candidate will be responsible for developing a strategic plan that will set the direction of the department for the next 3-5 years, with one of the first goals being selection and implementation of new property management software and developing business processes.  

The Real Estate Director will report to the Chief Financial & Administrative Officer and will be a member of the City-wide Leadership Team. This position is Non-Represented and FLSA exempt from overtime. 

To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover Letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information visit .

Applications received by Wednesday, October 13, 2021 (10/13/2021) at 12:00 pm (noon) PDT will receive preference for initial review, but position shall be Open Until Filled.  
 
Position Overview
Directs all operational support aspects of the City-wide real estate initiatives. Leads department-wide objectives and is accountable for overall results related to acquisition, disposition, leasing, and asset and property management of City owned or leased real property.

Responsibilities also include creating reports, conducting analysis, negotiating and creating documents and related instruments of real estate transactions, or potential transactions. The Director will partner with city departments and outside agencies for the planning, financing and development of public/private development projects and public infrastructure projects.

This position also supports unified objectives for multiple departments as a centralized function which may include serving as a liaison between landowners, developers, businesses, City departments, and other agencies.  The Real Estate Director will also lead project and program development for industrial, commercial, mixed-use and residential development and support urban renewal development activities and projects in the City’s target
development areas.

The City’s current portfolio that this position will manage includes: 500 acres of city-owned property inside the city limits, 1,000 acres of city-owned property outside the city limits, a 420-acre Municipal Airport which has 275 leases, and approximately 25 leases of City-owned property (including downtown commercial space and cell towers).  

Distinguishing Characteristics
Distinguish from Business Manager/Program Manager/Sr. Program Manager: Focuses on major department initiatives and multi-program initiatives, and managing a department's operational support functions (e.g., HR, IT, purchasing, facilities, etc.).  Whereas, Directors focus largely on department administration and budgeting, coordination with other departments and department directors, representing the City Manager as assigned, and directing/delegating objectives of the businesses of the department. Directors have higher levels of impactful action, budget authority, decision making authority and degree of independence than managers.

Complexity of Work

Complexity:
Work focuses on strategic analysis, assessing the strengths, weaknesses and opportunities of an organizational unit or organization as a whole, the space in which it currently operates or could operate, and how it intersects with various areas within the organization.

Degree of Independence:
Sets goals/policies typically found in larger departments, or sets goals/policies in the department and also supports unified objectives for multiple departments as a centralized function. Determines how to accomplish results with few guidelines to follow, although precedents may exist; receives guidance and overall direction from City executive leadership; work rarely reviewed. Requires ongoing delegation; creates guidance and overall direction; monitors performance and accountability.

Decision Making Authority: 
Develops strategic direction, goals, plans, and policies. Sets objectives and is accountable for overall results typically found in larger departments, or sets goals/policies in the department and also supports unified objectives for multiple departments as a centralized function. Has authority to make independent decisions (or recommendations that are largely followed) on matters of significance. Delegates decision making authority; monitors performance and accountability.

Budget Authority:
Responsible for influencing/formulating/establishing the budget. Has executive level authority and accountability for all expenses typically found in large departments, or in a department that also supports unified objectives for multiple departments as a centralized function. Ensures budget goals for expenditures and revenues are met. Has direct authority to commit organization to significant financial obligations following established compliance process and procedures. Requires ongoing delegation; monitors performance and accountability. Impactful Actions

• Has the authority to commit the employer in matters that have significant financial impact.
• Represents the organization during important negotiations and meetings.
• Meaningfully participates in setting the strategic direction of the organization and planning long- or short-term objectives.
• Makes or recommends decisions that have a significant impact on general business operations or finances to a significant degree.
• Formulates management policies or operating practices.
• Extensive and far reaching meaningful impact on the entire organization and/or Citywide that typically impacts long-term objectives (typically more than ten years).

 
Type/Frequency of Contact with Others
Regular and substantial contact with others outside own workgroup, including the general public, vendors, partners, and leadership level employees. Contacts usually involve discussions and/or resolving problems related to policies and programs or the exchange of highly complex or confidential information; substantial sensitivity, discretion and cooperation required; usually follow-up action and negotiation is needed.

 

Functions, Duties and Responsibilities

Essential Functions Include:

The information provided below encompasses the essential functions and capabilities linked with this position.

Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.

• Manages and coordinates services supporting the acquisition, disposition, foreclosure, leasing, and asset and property management of City-owned and leased real property. 
• Analyzes and evaluates City property acquisitions; coordinates acquisitions with other departments/divisions; develops and presents property acquisition recommendations to program managers; and negotiates the acquisition of real properties with involved parties. 
• Manages City owned and leased properties; determines market rates; coordinates appraisals, negotiates leases, including aviation ground leases. 
• Obtains and maintains a complete set of records of real property legal descriptions, transactions, deeds, leases, agreements, and other related documents
• Performs physical evaluation of real property as required; conducts field evaluations of sites being acquired or annexed.
• Manages entitlement projects and permitting as required in managing City real estate including coordination of right of way activities with other City departments that may include the following departments: Community Development, City Attorney’s office, Engineering & Infrastructure Planning, and Utilities.
• Secures deeds, easements, and agreements necessary for the acquisition of or use of property by the City in coordination with the City Attorney’s office.
• Reviews title reports to verify proper title is being transferred to the City; performs title searches to determine validity and adequacy of existing real property dedications.
• Prepares contracts and agreements; supervises contract execution with title companies (with input and review from the City Attorney’s Office and Procurement Department).
• Responds to inquiries from property owners, industry stakeholders and professionals, government officials and external parties regarding real estate related matters of the City.
• Manages the administrative and managerial aspects of the department including contract compliance, analysis, reports, evaluations, presentation, and maintenance of records and files including database management.
• Works with the City Attorney’s office in the preparation of necessary documentation on transactions.
• Provides project development and management for industrial, commercial and residential development and redevelopment activities and projects.
• Develops and implements land management policies.
• Leads the development and implementation of the Real Estate department goals, objectives and priorities, including establishing work plans, monitoring progress and project managing multi-program initiatives.
• Develops policies and procedures for securing and maintaining City-owned property, including identifying property that may be surplus to the City’s needs and moving the property through the City’s surplus property process, including disposition by sale, request for proposals, or direct negotiation.
• Secures, maintains and plans for future sales including but not limited to comprehensive planning, land swaps, etc. 
• Meaningfully participates in setting the strategic direction of the organization and planning long or short-term objectives.
• Oversees the procurement and implementation of new Property Management software.
• Serves as a liaison between the Real Estate department and other City departments and outside agencies; maintains high-level contact with others across the organization with others in key positions, including areas within the community, government, business leaders, and media. 
• Serves as liaison between landowners, developers, businesses and departments/agencies, develops relations with private development community.
• Responsible for managing a multi-million-dollar real estate portfolio, developing and administrating recommended budget, with minimal restrictions or prescribed parameters; takes the lead on establishing and monitoring against the department budget, including reporting and related accounting functions. 
• Accountable for all expenses within the department and reporting concerns regarding meeting budget goals, ensures programs and projects remain within expected costs and evaluates proposed projects and programs and assists in establishing priorities in conjunction with budgets.  
• Responsible for direct oversight of staff and activities of assigned administrative staff within the department.
• Represents the department in meetings, committees and conferences including important contract negotiations; continually promotes positive external brand.
• Initiates, coordinates and manages real estate development related activities for urban renewal districts.
• Coordinates with City departments and other agencies for the planning, financing and development of public/private development projects and public infrastructure projects.
• Manages external contractors engaged in real estate projects.
• Prepares and delivers key reports, program status updates and other important information to stakeholders, may present to and interact directly with City Council as needed.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• Other related duties as assigned.

 
Managerial Responsibility

This position is a management position which encompasses managerial responsibility, including the following tasks. 

• Assigns, prioritizes and directs work. 
• Provides formal feedback, including disciplinary action, and formal performance evaluations, and addresses employee complaints and grievances. 
• Focuses on employee development and growth. 
• Participates in the hiring process, including interviewing candidates. Makes separation and hiring recommendations/decisions and compensation recommendations/decisions.
• Disseminates, implements, and enforces organization and team standards, policies, and procedures, including providing proper guidance to those carrying out related duties.

 

Knowledge, Skills and Qualifications

Skill Profile
The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Maintain working knowledge of real estate and lease contract administration including but not limited to cell tower leases, airport/aviation leases, commercial real estate transactions, and land swaps. 
• Maintain working knowledge of Oregon land use law and applicable Federal, State, and local laws, rules, regulations, and codes.
• Maintain working knowledge of Central Oregon and Bend real estate market.
• Maintain working knowledge of comprehensive planning.
• Maintain working knowledge of governmental procurement principles and practices, and competitive bidding requirements.
• Maintain working knowledge of FAA rules and regulations.
• Maintain working knowledge of principles and practices or effective negotiation.
• Maintain working knowledge of municipal budgeting and procurement practices.
• Maintain working knowledge of fundamental elements and best practices for preparing operational budgets.

• Maintain working knowledge of effective forecasting analysis, economic trends and strategic planning principals.
• Demonstrate effective negotiation skills.
• Extensive experience in managing complex real estate transactions.
• Maintain working knowledge of the form and content of purchase and sale agreements, ground lease agreements, commercial lease agreements.
• Maintain working knowledge of commercial real estate financing. 
• Maintain working knowledge of property management information systems.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.
• Maintain a high degree of confidentiality, facilitation skills as well as transactional communication and active listening skills.
• Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation.
• Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others.
• Work independently with minimum direction while also working as part of a team and collaborating with others.
• Demonstrate a high attention to detail.
• Maintain working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.  

Ability Requirements
The following capabilities are required to perform the essential functions of this position.

• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
• Understand, remember, communicate and apply complex oral and/or written instructions and factual information.
• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.
• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.
• Work is generally performed in an office setting with travel required to off-site locations.
• Ability to occasionally travel locally and regionally. 

 

Education, Experience, Certifications and/or Licenses
The following are the minimum qualifications for this position.

 

Supplemental Information

Diversity & Equal Employer Opportunity Statement 

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion.  At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.