COSA The Land Board is hiring: Commercial Contracts Technician

Hi COSA friends!

The State Land Board is seeking a Commercial Contracts Technician. Hope you apply if you’re interested! Visit or below is the description:

Do you read the fine print of every contract you sign? Is your attention to detail second to none? Are you a ‘behind-the-scenes’ person who gets stuff done?

Yes? Please join our team!

The Colorado State Land Board is looking for a Commercial Contracts Technician to join our Transactions and Record Services (TRS) team. Our agency processes 7,600 contracts that cumulatively earn $100+ million annually. We need your help maintaining and processing the copious amounts of important records that each commercial real estate contract requires.

What is the State Land Board?

The State Land Board is a constitutionally created agency founded in 1876 that manages a $4 billion endowment of assets for the intergenerational benefit of Colorado’s K-12 schoolchildren. We compete in private markets daily and take pride in being especially entrepreneurial and business-savvy.

We are the second-largest landowner in Colorado and generate revenue for public schools by leasing nearly three million surface acres and four million subsurface acres for agriculture, grazing, recreation, commercial real estate, rights-of-way, renewable energy, oil, gas, and solid minerals.

What does the Transactions and Records Services team do?

Our six-person TRS team writes, manages, and maintains contracts for 7,600 mineral estate and surface contracts that often carry unique terms and conditions. We draft contracts and templates, manage files, administer bond/insurance requirements, and ensure compliance with Board policies and procedures and state and federal law. This team works collectively to produce monthly board materials, conduct board meetings and uphold the high standards of established public records. The TRS team members are the self-proclaimed ‘process improvement gurus’ and we enjoy helping our agency maintain great management principles using automated records systems so that we capture, retain, and classify our work for public and institutional memory. Yes, we’re busy!

What does the Commercial Real Estate team do?

The State Land Board owns 650,000 square feet of commercial real estate valued at $130 million. The 4-person Commercial Real Estate team acquires and disposes of properties, leases space within our commercial buildings and parking lots, and issues leases for our towers and renewable energy lines of business. We have approximately 50 internally managed commercial real estate leases and 50 externally managed real estate leases covering a variety of different uses, including but not limited to cell towers, parking lots, commercial ground leases, and building tenants. Due to the diverse and generally intensive nature of commercial real estate leasing, every lease contract and lease contract process needs to be customized and modified to fit the needs of the property, its user, and its use.

The job opportunity

As our Commercial Contracts Technician, you provide technical and administrative transactions support for the Real Estate team regarding document and lease processing, title research and closings, electronic file management, billing, and auditing tasks. You use scanning equipment and different software platforms daily — Google, Microsoft, Adobe, Netsuite, Laserfiche, DocuSign — to manage documents.

1. Create and maintain all commercial contract processes and related documents.

  • Understand a diverse set of commercial contracting needs, working with commercial real estate staff and customers on contract development, managing transaction projects to intense deadlines, and more.

  • Under guidance from the Commercial Real Estate Managers, serve as the agency’s real estate closing agent. Review all closing documents including property survey and the ownership and encumbrance report (O&E report) to identify encumbrances or title issues; remedy issues to the extent possible prior to closing.

  • Create and maintain process checklists and project tools, and ensure compliance with State Land Board commercial leasing policy and procedures in addition to state and federal law.

  • Initiate and manage public queries and media notices regarding commercial contract opportunities and associated transaction processes according to precise timelines and required statute/law.

  • In coordination with the finance team, verify the revenue accounting and billing function, and collect all relevant documents for the official file. Enter custom billing line items into Netsuite and verify payments.

2. Be a data hygienist and a processing wizard for real estate records.

  • Work with our team to keep records organized and accurate. We call this ‘data hygiene’ because maintaining accurate records is critical to our agency’s success.

  • Identify inaccuracies through systematic audits of our database and make corrections as needed.

  • Perform file management and record keeping. Scan paper documents and use our standard naming conventions to rename digital files.

  • Process and distribute contracts and contract modifications.

  • Collect and audit all relevant documents for the official file.

3. Be a model for superior customer service.

  • Assist internal customers. Provide support to colleagues who manage our lines of business. Update and train fellow colleagues on procedures.

  • Be professional and convivial with external customers.

  • Serve as the point of contact for commercial real estate customers.

4. Last but not least, the ubiquitous ‘other duties as assigned.’

  • Assist with Colorado Open Records Act (CORA) requests for files relating to the real estate business unit.

  • As a member of the TRS team, you’ll assist with the setup and execution of Commissioner Board meetings, including Board packet preparation, meeting hospitality, minutes taking, meeting setup and meeting logistics.

  • And more!

NOTE: You can discuss your preferred schedule with your supervisor but your hours must overlap with core business hours (Monday through Friday, 9 am – 3 pm). You’ll be expected to work at the Denver office primarily in-person until you get acquainted with the job, and then you can transition to a hybrid/virtual schedule with a minimum of 2 days in the office.

What can you expect from us in return for your hard work?

We are a lean team of 45 staff members that places significant emphasis on promoting and maintaining a positive work environment. We get our work done, and we have fun doing it.

The qualities of our environment include transparent and open communication, work-life balance (we mean it!), and a focus on training and development. You’ll occasionally get to explore and travel our state on day trips or multi-day trips. You’ll have access to a suite of HR benefits and holidays. And you can feel good knowing your work is directly supporting Colorado schools.

What attributes are we looking for?

  • 4 years of direct experience processing commercial real estate contracts, maintaining a database and performing electronic file management. 5 years of indirect or supporting experience may substitute for direct experience.

  • Demonstrated proficiency in Google Suite, including creating, managing and sharing files using Google Drive. (This is a deal breaker. You must be proficient in Google Suite because we live and breathe Google!)

You get bonus points if you can demonstrate the following:

  • High proficiency in Microsoft Suite, Adobe (Acrobat DC), DocuSign and scanning software

  • Experience designing forms, tables, charts, spreadsheets, report forms, etc.

  • Experience in a legal environment interpreting contracts and reviewing files

  • Experience in using process improvement concepts and principles like Lean, Six Sigma, etc.

  • Secondary education degrees or certifications in real estate related fields.

To be successful as a member of this agency, you’ll have these professional traits and skills:

  • Good written and oral communication with the ability to convey information to others effectively and efficiently

  • Independent yet also a team player, proactively helps others

  • Strong interpersonal skills

  • Customer-service mindset, respectful, helpful

  • Proactive, takes initiative, self motivated

  • Possess good problem solving skills, seek to understand alternatives, employ logic and good judgment

  • Self confident and self aware

  • Great work ethic: results oriented, disciplined, conscientious, thorough and diligent

  • Honest, trustworthy, dependable

  • Enthusiastic, energetic, optimistic, positive attitude

  • Organized and professional

  • Adaptable and open to change

We hope this sounds like you. Tell us why. Apply online through the state portal.

PS: We compete in the private-sector markets every day and operate largely independently from state government. However, we must follow HR hiring protocols. So please follow the lengthy prompts to apply for this position through the state hiring portal. Only candidates who apply through the state portal are considered. Think of it as an endurance test. We hope to see you at the finish line!