Lease Administrator/Property Manager

POSITION SUMMARY:

Manage and oversee the administration for Fielmann USA’s real estate portfolio records, including all asset purchase agreements associated with merger & acquisition (M&A) purchases. Ensure compliance, accuracy, and tracking of financial transactions related to leases. Maintain compliance with all cross-functional lease terms, maintain accurate lease records, and support financial and operational lease management. Track and maintain all expirations, renewal options, and other critical dates. Coordinate all facilities work required by landlord.

DUTIES AND RESPONSIBILITIES:

REAL ESTATE PORTFOLIO MANAGEMENT

• Serve as liaison between Fielmann USA store banners and landlord to facilitate communication

• Review, interpret, and manage lease agreements to ensure compliance with contractual obligations, managing dates and documentation for lease renewals, terminations, landlord correspondence and other tracking as required

• Communicate required lease information and lease obligations with internal business partners and landlords

• Maintain file for each property to include lease, amendments, and other required documents

• Maintain leasing software. Ensure accurate and current dates, rents, rent escalations expirations, renewal dates, Triple Net (NNN) expenses and points of contact are in lease query

• Maintain files and leases for each M&A property

• Track and coordinate with the finance department for payment of any hold-back or retention payments for M&A transactions

• Work with internal business partners to resolve lease related issues

• Conduct Common Area Maintenance (CAM) reconciliations with landlords and work with finance department to align proper payment and/or reimbursements

• Verify any monthly changes to payees, base rent or NNN charges as part of the monthly rent roll process with accounting

• Track lease renewals more than 1 year in advance to provide adequate time for proper negotiations on each individual center

• Track tenant improvement allowance reimbursement

• Negotiate and draft, with legal department assistance, Amendments to Lease for improved business terms for existing locations

• Assist with research and presentation on special projects

MAINTENANCE COORDINATION

• Provide analysis of maintenance expense areas and service provider performance

• Serve as liaison for coordinating landlord work for all store banners

• Facilities and property management of the Green Bay, WI corporate office

• Be available on 24-hour call for all emergency issues with centers, corporate office and optical lab

LEASE RENEWAL/AMENDMENT NEGOTIATION

• Determine strategic direction on lease renewals

• Review lease documents for upcoming renewals and identify opportunities for beneficial amendments related to lease language

• Negotiate terms for renewals that are in line with pre-approved strategic direction

• Route negotiated lease renewals through approval and signature process

• Review and approve landlord requests to tenant (e.g., estoppels, SNDA, and consent requests) and obtain appropriate approvals

MINIMUM KNOWLEDGE, EXPERIENCE & SKILLS REQUIREMENTS:

• Bachelor’s degree in business administration or equivalent work experience

• 5 years’ experience in financial analysis, lease administration or commercial property accounting

• Demonstrated understanding of contracts and lease documents

• Ability to understand and interpret complex lease terminology

• Exceptional analytical, problem solving and decision-making skills

• Strong planning and organizational skills

• Demonstrated ability to act decisively and facilitate and implement ideas and solutions

• Strong verbal and written communication skills

• Experience with store design and construction

• Proficient in Microsoft Office Suite of programs

ESSENTIAL FUNCTIONS & WORK REQUIREMENTS:

• Ability to effectively communicate at all levels within the organization through written and two-way verbal communication

• Able to sit or stand for extended periods of time

• Able to operate various office equipment (e.g., personal computer, telephone, fax machine, copier, etc.)

• Able to read and write at a high school graduate level

• Able to lift 10 to 20 pounds

• Able to work normal and/or extended (evenings, nights, and weekends) office hours to meet established deadlines

• Able to travel independently to support Company objectives and personal development

These statements are intended to describe the general nature and level of work performed by teammates assigned to this job classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required.