What are the responsibilities and job description for the Leasing Administrator position at Books A Million?
As the Lease Accounting Specialist at Books-A-Million, you’ll be at the heart of managing our real estate portfolio.
Your goal is to drive efficiency and cost savings across our store locations, including but not limited to, ensuring accuracy of lease related financial obligations, monitoring occupancy costs, maintaining compliance with lease terms, and supporting cross functional operations. . You will serve as a key liaison, connecting various internal teams (Asset Management, Finance, Legal, Operations, Construction) with external partners such as landlords and property managers. With a keen eye for detail, you’ll make sure that lease-related expenses are managed effectively, contributing to the long-term success of our real estate strategy.
Role Responsibilities
Lease Accounting & Compliance
- Payment Accuracy: Maintain accurate records of rent payments and ensure timely, correct payments are made, following up on discrepancies as needed.
- Expense Control: Regularly review CAM, taxes, insurance, and utility charges to control occupancy costs and ensure accurate billing.
- Lease Oversight: Ensure leases are being implemented in compliance with terms, and track key dates (renewals, expirations, terminations) to keep everything on schedule.
Team Collaboration & Communication
- Cross-Department Coordination: Act as the key link between internal teams (Legal, Operations, Finance, and more) and external parties, ensuring clear, seamless communication.
- Issue Resolution: Address tenant issues and leasing discrepancies, coordinating with legal and finance teams to interpret lease terms and resolve any billing concerns.
- Property and Space Management: Oversee critical milestones such as rent commencements, lease terminations, and space delivery—ensuring all are on track and well-documented.
Business Operations & Strategy
- Process Management: Help to standardize lease administration procedures and ensure they align with company policies and real estate strategy.
- Strategic Insights: Collaborate with the real estate team to provide actionable insights related to lease terms, helping to inform business decisions and long-term planning.
- Estoppel Requests: Prepare and review estoppel certificates as needed to support lease negotiations and updates.
Documentation & Reporting
- File Maintenance: Organize and maintain lease documentation, ensuring it’s up to date, accurate, and easily accessible for all stakeholders.
- Sales Reports: Process and provide sales reports to landlords upon request, ensuring that reporting is accurate and timely.