Senior Lease Administrator

SUMMARY:

Senior Lease Administrator supervises the Lease Coordinator, and any other assigned staff.  This position may also take lead on other assigned tasks, including property manager tasks for the support center and other projects as assigned. The Senior Lease Administrator works closely with the Asset Manager to ensure all lease provisions, documentation requirements, rent obligations and any other assigned duties are being met for the portfolio which includes all site and subtenant leases and any other contractual obligations such as fee-operators.

This position has 1^st level approval for A/P rent preparation and A/R collections, holds responsibility for accuracy of lease information and lease documents database (Axxerion); including, but not limited to rent charges and collections, lease terms and clauses and critical dates.   Tracks eminent domain takings, regularly communicates with landlords and tenants, monitors interdepartmental inquiries to ensure resolution and works with Asset Manager in the preparation and distribution of critical date reporting.  Liaise with accounting team to ensure correct postings of landlord and tenant rents and charges.  Works with Lease Coordinator to prepare CAM and tenant reconciliations and AR reports.  Oversees the coordination of insurance obligations with risk management for proper coverage, monitors and track insurance compliance among landlords and tenants, collecting appropriate evidence of insurance. 

Works with Design & Construction Teams as needed to record invoices and prepare and monitor Preliminary Notices as needed.

Additional duties include functions as Assistant Property Manager for Support Center and works with Asset Manager to carry out building management responsibilities for the Support Center, including but not limited to vendor management, budgeting, contract bidding, vendor performance, working closely with other interdepartmental teams, such as risk management and Facilities to ensure building security and appropriate preventative maintenance programs are in place.  Establishing process and procedures to ensure ongoing efficient and safe operations.

All other duties and responsibilities as assigned.

ESSENTIAL JOB FUNCTIONS:

• Primary Responsibilities:
  • Oversight of lease administration for all company operated, fee operated, and other leased properties.
  • Critical Date management
  • Serves as the primary point of contact for landlord and (sub)tenants, this includes miscellaneous requests from landlords, lenders, and county/city agencies.
  • Oversee tenant lease portfolio. Work closely with subtenants on lease inquiries, requirements, and requests.
  • Oversee insurance tracking for landlords and tenants and ensure all requirements are being met.
  • Oversee preparation of and provide 1^st level approval on CAM charges, annual CAM reconciliations and any other reimbursements or charges.
  • Ensure ongoing accuracy of lease database, property information and contact information.
  • Provide supervision and oversight to Lease Coordinator, and any other assigned staff.
  • Provide essential lease/landlord related support to UP teams.
• Team Support Responsibilities:
  • Departmental and project invoicing
  • Manage preparation and approval of monthly rent processing
  • Assist with lease negotiations and renewals as directed.
  • Assist with Real Estate Committee meeting preparation as directed
  • Other related duties as needed.

JOB QUALIFICATIONS:

• Bachelor’s degree or three or more years of equivalent experience is required. A high school diploma or GED is required.
• Minimum of three years’ experience in property management or similar duties in an asset management support or commercial property management office is strongly preferred. 
• Minimum three years’ experience reviewing complex documents is required.  Experience reviewing lease documents is essential.
• Must possess strong written and verbal communication skills.
• Must be proficient in the full MS Office Suite including Excel, Word, PowerPoint, and Outlook.
• Must have proven experience providing excellent customer service in a professional environment.
• Proven experience working in a fast-paced environment with changing needs is required.
• An understanding of basic accounting principles is required.
• Experience preparing/reviewing account reconciliations is required.
• Ability to work equally well independently and in a collaborative team environment is necessary.