Real Estate Administrator

Real Estate Administrator

The City of Grand Prairie is seeking a Real Estate Administrator to support the City's Right-of-Way and Property Management functions. This position performs administrative and technical work related to real estate transactions, right-of-way acquisitions, easements, property agreements, surplus property, tax-foreclosed property, and property records.

The Real Estate Administrator coordinates with City departments, property owners, attorneys, title companies, appraisal firms, governmental agencies, developers, utility providers, and other stakeholders to facilitate real estate transactions and ensure required documentation, approvals, and records are complete and maintained in accordance with applicable laws, regulations, and City procedures.

This position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple projects, transactions, deadlines, and property files simultaneously.

Essential Job Functions

The Right-of-Way and Property Management Office manages the City of Grand Prairie real estate functions that include:

• Acquisition of rights-of-way and easements for city projects
• Acquisition of sites for city facilities and parks
• Sale of surplus city-owned real property
• Sale of tax foreclosed real estate struck-off to the city
• Abandonment of city rights-of-way (both street and alley) and city easements
• Licenses and access permits for private use of city property

The Right-of-Way and Property Management Office manages the following requests:

• Right-of-Way Easement Abandonment Application. Requirements and how to apply for right-of-way easement abandonment requests
• Right-of-Way Alley Abandonment Application. Requirements and how to apply for right-of-way alley abandonment requests
• Easement Right of Way License Application. Requirements and how to apply for right-of-way license

License vs Encroachment Agreements

• Insurance requirements / waiver (legal should advise as necessary)
• Confirm which agreement / prospective (license) vs retrospective (EA)

ROW projects City Utility & Transportation

Prepare initial budget estimates and update as needed

• Prepare and update tracking reports (acceptable to TXDOT, if required)
• Order title commitments and review for liens / curative items
• Order appraisals and complete internal reviews prior to offers ("agent" needs to know details for the basis of offer to be able to comm w/ owners)
• Order 3rd party appraisal reviews (per TxDOT's funding requirements)
• Set up "negotiator reports" for each file
• Prepare and mail NOI (notice of interest) and offer packages (first and final)
• Prepare all files for closing or condemnation (set up ED files / folders to submit to legal for review and outsourcing to service provider)
• Parcel close out, billing & project closeout

Developer Easements / Agreements: (utility easements & I&M agrees)

• Review title and city GIS data, (and entity filings as needed)
• Prepare draft document(s) (including lender consent if needed)
• Prepare and submit Council briefing and documents for legal review if required)
• Process documents for recording & distribution as needed

Private Easements / Agreements: (SWE's & utilities)

• Review title and city GIS data, (and entity filings as needed)
• Prepare draft document(s) (including lender consent if needed)
• Prepare and submit Council briefing and documents for legal review if required)
• Process documents for recording & distribution as needed

Utilities: (not Project related)

Various requests from city departments for easements / other property rights

Tax Foreclosure Sales requests: Texas SOS / Business entity filings - access/ account required, use as needed

Real Estate Scope of Work

• Conduct negotiations with property owners, attorneys, owner representatives, mortgage companies, tenants, and other stakeholders to acquire right-of-way on various infrastructure projects with public funding.
• Read, understand, interpret, and communicate the detailed elements of right-of-way plans and construction plans. Specifically, the ability to communicate the impacts of the planned construction activities to property owners and stakeholders.
• Read, review, and research/update title investigation reports.
• Read and review legal descriptions.
• Read, understand, and communicate the elements of appraisals and waiver valuations.
• Address, submit in writing, and follow up on any changes that may be required which affect the acquisition of property including but not limited to mapping/plan revisions, appraisal revisions or clarifications, and negotiation issues.
• Conduct site investigations to review and report on all improvements that are affected by the proposed right-of-way.
• Coordinate and attend site meetings with property owners, appraisers, surveyors, engineers, and other project representatives.
• Determine necessary actions and perform title curative measures to obtain marketable title.
• Provide frequent updates to the project manager regarding the status of negotiations.
• Generate and maintain professional, detailed contact reports, correspondence, and project files.
• Prepare and update tracking reports (acceptable to TXDOT)
• Order title commitments and review for liens / curative items
• Obtain full or partial releases of mortgages, liens, and other encumbrances.
• Order appraisals and complete internal reviews prior to offers
• Order 3rd party appraisal reviews
• Set up "negotiator reports" for each file
• Prepare and mail NOI (notice of interest) packages - CMRRR & regular mail service
• Prepare and mail IOL (initial offer) packages - CMRRR & regular mail service
• Prepare and mail FOL (final offer) packages - CMRRR & regular mail service (see example of required docs that must be prepared / included above)
• Prepare all files for closing or condemnation (set up ED files / folders to submit to legal for review and outsourcing to service provider)
• Parcel close out, billing & project closeout
• Assist with Tax Foreclosure Sales (Strike offs) with 3rd Party firm

Minimum Qualifications

• Education: Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a bachelor's degree or equivalent.
• Experience: Five (5) years of progressive real estate experience.
• Licenses: Valid Texas Class C Driver's License and a Real Estate Broker License required.
• Certifications Preferred: State Certified Appraiser

Preferred Experience: Preference may be given to candidates with experience in:

• Real estate administration.
• Right-of-way acquisition.
• Municipal or governmental real estate.
• Easement and property agreement administration.
• Title and property research.
• Real estate closings and document recording.
• Working with title companies, attorneys, appraisers, surveyors, or governmental agencies.
• Transportation or utility right-of-way projects.
• Property records or GIS-related documentation.
• Processing surplus or tax-foreclosed property.