Facilities Officer (Lease Administration and Account Management)

The Facilities Officer will lead lease administration and account management activities for an assigned portfolio of IMF-owned and leased real estate assets. The role involves managing lease lifecycle obligations, financial obligations, contractual compliance, and coordinating with internal and external stakeholders to ensure effective lease management.

Responsibilities

• Administer and coordinate activities related to an assigned global portfolio of lease agreements, including renewals, amendments, extensions, terminations, options, notices, expirations, and other contractual actions.
• Maintain accurate, complete, current, and auditable lease records in approved CRE and document-management systems, including lease abstracts, financial obligations, escalation provisions, deposits, options, landlord obligations, amendments, critical dates, approvals, and supporting documentation.
• Monitor lease milestones and critical dates and initiate renewal, amendment, extension, termination, or exit actions sufficiently in advance of contractual deadlines.
• Establish and maintain a structured handover process through which newly executed transactions are transitioned from the Residential Real Estate Services Officer, or other transaction leads into ongoing lease administration.
• Lead negotiations with landlords and counterparties for renewals, amendments, terminations, disputes, and other assigned lease actions, coordinating with the responsible portfolio manager and relevant internal partners.
• Partner with the Legal Department and local counsel to ensure lease actions incorporate standard IMF provisions, privileges and immunities, risk protections, and applicable jurisdictional requirements.
• Track and monitor lease-related financial obligations, including rent schedules, escalation provisions, deposits, reconciliations, restoration obligations, and other recurring or contingent occupancy costs.
• Coordinate with Finance, Procurement, and relevant CRE support staff to validate lease-related financial obligations, resolve discrepancies, support payment accuracy, and maintain an auditable transaction record.
• Prepare and maintain account level and consolidated reporting on lease status, upcoming expirations and actions, financial exposures, deposits, exceptions, landlord obligations, compliance issues, and key risks.
• Provide data-driven analysis and recommendations to support account planning, cost management, risk mitigation, and optimization of the IMF real estate footprint.
• Monitor adherence to landlord obligations and contractual service requirements and coordinate corrective actions or escalation where obligations are not met.
• Manage assigned lease-administration vendors and other third-party providers, including performance against scope, service levels, timelines, quality requirements, documentation standards, and cost parameters.
• Work with Portfolio Managers and the Residential Real Estate Services Officer to coordinate lease renewals, amendments, exits, landlord escalations, deposit recovery, and lease close-out across office and residential accounts, while maintaining continuity in staff facing residential cases.
• Collaborate with IT, Transportation, Procurement, Legal, Security Services, Finance, field stakeholders, and other relevant partners to improve lease operations, controls, data quality, cost effectiveness, and service delivery.
• Ensure that procurement and vendor engagements comply with IMF policies and procedures and maintain transparency, accountability, and audit readiness.
• Support the Section Chief and Senior Facilities Officers on account reviews, special projects, and other CRE strategic initiatives.

Requirements

• Educational development, typically acquired by the completion of a relevant advanced university degree, or equivalent, in Real Estate, Facilities, Hospitality or Design and Construction or related field; or a bachelor's degree, or equivalent, supplemented by a minimum of six (6) years of relevant professional experience in Real Estate, Facilities, Hospitality or Design and Construction or related field, is required.
• In the alternative, a minimum of two (2) years of experience in a related position at Grade A08, or equivalent, is required.
• Demonstrated experience in lease administration, lease transactions, account management, or corporate real estate.
• Strong knowledge of lease clauses, abstracts, financial obligations, critical dates, renewals, amendments, terminations, options, notices, and landlord obligations.
• Experience using CoStar Real Estate Manager or another lease administration or integrated workplace management platform.
• Demonstrated ability to prepare lease financial analyses, monitor occupancy costs, and identify financial exposure and risk.
• Strong analytical, reporting, documentation, and records management skills.
• Experience supporting or conducting landlord negotiations and resolving lease related commercial or compliance issues.
• Strong stakeholder management skills and the ability to coordinate across Legal, Finance, Procurement, Security Services, operational teams, and external providers.
• Ability to manage multiple lease actions and deadlines across jurisdictions and time zones.
• Strong judgment, tact, diplomacy, and discretion in challenging or politically sensitive situations.
• Strong written and oral communication skills in English; proficiency in French, Spanish, Arabic, or Russian would be an advantage.
• Experience working in a multicultural organization would be an advantage.

Skills

• Lease Administration
• Lease Transactions
• Account Management
• Corporate Real Estate Management
• Lease Clauses Knowledge
• Lease Financial Analysis
• Occupancy Cost Monitoring
• Financial Risk Identification
• CoStar Real Estate Manager
• Integrated Workplace Management System
• Landlord Negotiations
• Commercial Lease Compliance
• Records Management Projects
• Reporting Skills
• Stakeholder Management
• Cross-Functional Coordination
• Multijurisdictional Lease Management
• Lease Deadline Management
• Written Communication
• Oral Communication

Languages

English, French, Spanish, Arabic, Russian