Manager of Trust Commercial Real Estate & Unique Assets

Description

REPORTING TO : Chief Investment Officer

TYPE: Full Time (Exempt)

RESPONSIBILITIES: The Manager of Trust Commercial Real Estate & Unique Assets is responsible for the administration, oversight, valuation support, risk monitoring, and fiduciary stewardship of non-traditional assets held in trust accounts. Approximately 70% of the role is dedicated to commercial real estate assets, with the remaining 30% focused on other unique and illiquid assets, including private business interests, partnerships, loans, private investments, mineral interests, intellectual property, and related asset types.

This is a hands-on asset management and administration role requiring exceptional organization, documentation, and analytical skills. The manager is responsible for maintaining complete and accurate asset records, coordinating with internal and external professionals, monitoring asset performance and risks, and ensuring assets are administered in accordance with fiduciary standards and governing trust documents.

The role serves as the primary point of coordination for complex trust-owned assets and works closely with trustees, beneficiaries, attorneys, CPAs, appraisers, property managers, brokers, lenders, investment professionals, and other specialists to protect trust interests and support sound fiduciary decision-making.

KEY RESPONSIBILITIES:

· Asset Ownership Review, Documentation, & Fiduciary Control

o Verify assets are properly titled or assigned to the trust/trustee and maintain evidence of the trustee’s authority to hold and administer each asset.

o Review key ownership and governing documents; identify missing title, valuation, tax, insurance, consent, or supporting documentation and escalate material gaps.

o Monitor transfer restrictions, buy-sell provisions, liens, pledges, guarantees, and other ownership limitations; coordinate legal review when needed.

· Unique Asset Administration & Reporting

o Maintain the Trust Unique Asset Register, individual asset files, ownership records, checklists, schedules, and supporting documentation; follow-up on missing items and keep records current.

o Complete recurring administrative work such as tracking valuations, insurance, property taxes, leases, operating and capital requirements, capital calls, distributions, payments, maturities, filings, renewals, and material events, coordinating with internal teams and third parties, as needed.

o Reconcile asset records with trust accounting and maintain fair-market-value support, income/distribution information, debt/liability data, and capital commitments for trustee, tax, accounting, and annual-review needs.

· Asset-Specific Oversight

o Commercial real estate (approximately 70% of the portfolio/workload): Maintain comprehensive property and ownership records and oversee third-party property managers, brokers, leasing agents, consultants, and other real estate professionals engaged on behalf of trust-owned properties. Review and monitor operating performance, occupancy, budgets, cash flow, valuations, insurance coverage, property taxes, capital projects, environmental matters, and significant property-related events.

o Reviewing reports including occupancy, insurance, property taxes, property-management agreements, budgets, operating performance, cash flow, valuations, capital improvements, environmental matters, and material property events.

o LLC/private company interests: maintain governing and ownership records and track ownership, capital accounts and calls, distributions, voting rights, cap tables, financial reporting, and material changes.

o Loans/promissory notes: maintain loan files and track balances, payments, maturity, defaults, collateral, guaranties, modifications, assignments, security documents, mortgages/deeds of trust, and UCC filings where applicable.

o Other unique and alternative assets: maintain appropriate ownership, valuation, and administrative records for non-traded securities, private investments, mineral interests, intellectual property, and other illiquid assets; track liquidity restrictions, capital calls, distributions, financial reporting, and material events, as applicable.

· Fiduciary Risk Management & Asset Monitoring

o Identify and monitor legal, financial, operational, liquidity, valuation, insurance, and concentration risks across assigned assets.

o Escalate material issues, covenant breaches, significant asset events, litigation matters, or documentation deficiencies to trust leadership and appropriate advisors.

o Ensure asset administration practices support fiduciary obligations, trust objectives, and regulatory expectations.

o Recommend corrective actions and process improvements to reduce risk and enhance oversight.

CORE DELIVERABLES & SUCCESS MEASURES:

· Asset records are maintained accurately and remain audit ready.

· Valuation, insurance, tax, and compliance requirements are tracked and completed on a timely basis.

· Material risks and issues are identified early and appropriately escalated.

· Trustees receive reliable, organized information to support fiduciary decision-making.

· External professional relationships are effectively coordinated and managed.

Requirements

REQUIRED JOB QUALIFICATIONS:

· 5+ years of substantive commercial real estate experience or unique asset experience, preferably in asset management, property management, commercial lending, real estate investment, family office, fiduciary services, or a related field.

o Experience overseeing multiple commercial properties and working with third-party property managers and real estate professionals is strongly preferred.

· Strong understanding of commercial real estate fundamentals, and ability to apply the same disciplined oversight to other privately help illiquid, and alternative assets.

· Experience reviewing property-level and entity-level financial statements, leases, ownership and loan documentation, valuations, and other due-diligence materials, and working with attorneys, CPAs, trustees, appraisers, brokers, lenders, investment professionals, and asset/property managers.

· Demonstrated ability to organize and manage complex asset information, exercise sound professional judgement, maintain accurate documentation, analyze financial and operational information, and handle highly confidential matters with discretion.

PREFERRED JOB QUALIFICATIONS:

· Bachelor’s degree in finance, accounting, business, real estate, or a related field.

· Trust administration or family office experience.

· Exposure to private investments, LLC/partnership administration, private lending, asset valuation, or other unique assets.

· Knowledge of fiduciary accounting and taxation.

· CCIM (Certified Commercial Investment Member) or CPM (Certified Property Manager)

· CTFA, CFP, CPA, CFA, JD, LEED AP, or other relevant real estate, fiduciary, financial, or legal designation.

PERSONAL QUALIFICATIONS:

· Commitment to the core values of Northwest Trustee:

o Professionalism

o Compassion

o Integrity

o Diligence

· Highly organized, detail-oriented, and accountable.

· Proactive, curious, and committed to continuous improvement.

· A collaborative team player who relates in a courteous and helpful manner to co-workers, clients, and vendors.

· Adaptable and willing to learn new systems, tools, and methods.

ABOUT NORTHWEST TRUSTEE:

Northwest Trustee & Management Services, LLC, established in 1989, is a leading provider of fiduciary services in the Pacific Northwest.

OUR MISSION:

We exist to enrich lives, honor family legacies, build enduring relationships, and minimize family conflicts. This is accomplished in a manner that:

· Adheres to the highest ethical standards

· Treats clients with respect and understanding

· Provides clear and timely advice and service

· Honors confidentiality