Job Scope

Under administrative direction of the Business Operations Manager, the Business Operations Analyst I/II conducts commercial real estate leasing management, administrative and management studies, analysis and investigations related to the activities and operation of the revenue-generating departments of the District with particular emphasis on the District’s commercial real estate at Ventura Harbor Village. The Business Operations Analyst plays a key role in prospective tenant and tenant relationships, new and renewal lease preparation, market and rate analysis, tenant financial review, business qualification, and commercial lease compliance by gathering, compiling, and interpreting a variety of market, financial, and operational data. Further, this position prepares administrative reports for the District Board of Commissioners as well as conducts grant management. This work includes research, analysis, and gathering complex technical data into precise, compelling, and easy to understand reports and visuals for distribution to a wide variety of audiences. The Business Operations Analyst will periodically represent the District at public Board Meetings, to the business community, and work with other public agencies.

THE IDEAL CANDIDATE

Self-motivated with the ability to work both independently and collectively.
Can manage and track multiple projects at various stages with care and attention to milestones and due dates.
Works with uncompromising integrity and reliability.
Demonstrates patience and professionalism while delivering exceptional customer service.
Has a highly developed attention to detail.
Possesses a track record of performing financial/business/departmental analyses.
Is familiar with Yardi property management software.
Has a knowledge of basic finance practices and fiscal budgeting.
Works collaboratively and cooperatively with District Departments and the business community.
Is highly organized, creative, insightful, and innovative, with a strong commitment to the values of community participation, sustainability, and cost efficiency.
Has excellent communication, interpersonal, and customer service skills.
Is a skilled facilitator with proven experience in communicating complex ideas to the public.
Possesses excellent follow-up skills.
Experience with 1) researching and writing grants, 2) contract review, and/or 3) public procurement policies.

Essential Functions

Commercial Leasing & Property Analysis

Reports leasing activities on a monthly basis.
Monitors and analyzes financial trends for the purpose of evaluating all District leases.
Interpret and monitor lease and license requirements for tenants.
Calculate rental rate adjustments for new and renewed leases and licenses.
Draft lease/license agreement term sheets, complete lease/license agreement templates, and draft amendments.
Assists lease applicants with application materials.
Reviews prospective tenants for business experience, financial capacity, and fit within the commercial tenant mix.
Ensures that new leases, lease amendments, and license agreements are captured in District property management software.
Monitors lease and license agreement compliance.

Business Analytics

Generates a wide variety of reports, analyses, provides recommendations, and develops presentations for the Board of Port Commissioners in collaboration with the Business Operations Manager, Deputy General Manager, and General Manager.
Provides high-level research and analytic analysis to support planning and reporting for departmental activities, including:
Fiscal budget, including lease income projections.
Capital Improvements and Tenant Improvements.
Works with Business Operations Manager and Deputy General Manager to monitor progress on long-term plans, goals, and objectives.
Assists in evaluating proposed development projects and the Request for Proposal (RFP) process.
Collaborates with various department Managers as required to complete projects.
Undertakes ad hoc projects and special initiatives as needed.

Additional Job Duties

Serve as the first point of contact for Village tenants regarding lease questions.
Research funding opportunities, submits grant applications, tracks compliance, and prepares performance reports.
Coordinates with Accounting Department to reconcile late rent payments, insurance renewals, and follow through with tenants.
Assists customers, departments, and employees by providing fiscal information and answering questions.
Performs a variety of general clerical duties, including answering the telephone, typing, maintaining files and records, copying, and processing the mail as needed.
Receives and responds to complaints and questions from tenants and/or the general public relating to commercial real estate and tenant leases, reviews and recommends corrective actions, and prepare summary reports where required.
Performs other related work, as required.

QUALIFICATION GUIDELINES

Knowledge, Skills, And Abilities

Theory, principles, practices and techniques of public and local government administration, applicable federal, state and local laws, codes and regulations; data collection, analysis, and report writing techniques; management, financial and public policy issues; techniques of maintaining effective public/staff relations and practices of employee relations, management, supervision and training; encourage staff development and cooperative management practices including performance evaluations.
Foster a team environment among the various departments.
Develop and maintain positive public relations with emphasis on customer service.
Assist in providing support to management to analyze and communicate reports effectively to the Board and the public.
Analyze business plans and financial proformas.
Handle multiple issues/projects simultaneously.
Develop materials to convey analysis results and to market and promote the District.
Work independently with minimal supervision.

Experience, Education, Licenses, And Certifications

Depending on assignment, possession and maintenance of a valid Class C driver’s license may be required.
A high proficiency with Microsoft Office programs, particularly Excel, Word, and PowerPoint.
Proficiency with cloud-based programs.
Experience with leasing, commercial real estate, and/or Yardi property management software highly desirable.
Typing at least 60 words per minute.

Business Operations Analyst I

Bachelor's degree in business, economics, public administration, planning, or a related field required.
At least two years of professional experience in commercial real estate leasing and/or analytical work directly related to the position required; or a master’s degree in business, economics, public administration, planning, or a related field with a relevant internship and demonstrated skills to perform the duties of the position preferred.

Business Operations Analyst II

Bachelor's in business, economics, public administration, planning, or a related field required.
Master’s in business, economics, public administration, planning, or a related field desired.
At least five years of professional experience in commercial real estate leasing and/or analytical work experience directly relevant to the position required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

The person in this position works primarily in an indoor office environment but may be required to travel to meet with others or for training purposes. Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Ventura Port District

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Business Operations Analyst I/II