Assistant Lease Administrator

ID: COMLEAASN061522
Location: Charlotte, NC
Department: Property Management - Commercial

TITLE: Assistant Lease Administrator

CLASSIFICATION: Full-time

DEPARTMENT: Commercial

REPORTS TO: Senior Lease Administrator, Commercial Property Management

Position Summary:

Under the direction of Senior Lease Administrator, Commercial, the Commercial Assistant Lease Administrator is responsible for assisting the Senior Lease Administrator to ensure that accurate lease information and specifications are provided within the company’s Yardi software system. The following essential duties and responsibilities are/may be performed as assigned by the Senior Lease Administrator.

Essential Duties and Responsibilities:

• Work closely with Sr. Lease Administrator, property managers and accountants to service our management portfolio with lease audits, abstracts, computing cost analysis, operating expenses, CAM and real estate tax reconciliations, estoppel preparation, utility billing and assists with annual budget preparation.
• Assist Sr. Lease Administrator in maintaining overall control and filing of original lease documentation and maintenance of master lease files. Receives, sets up, and maintain all lease documents in Yardi system. (original leases, amendments, renewals, address changes, etc.).
• Assists in providing abstract and lease documents for review and approval by Property Managers.
• Assists in the administration, maintenance and interpretation of leases.
• Assists in entering Leases and Lease Amendments in Yardi as assigned by the Sr. Lease Administrator.
• Prepares Monthly Rent Rolls for Property Management approval and posts Monthly Commercial Billing.
• Log daily checks and distribute to accounting for deposit.
• Corresponds with accounting regarding the application of monthly rent payments, as needed.
• Ability to assist with acquisition related tasks.
• Handles confidential information related to the organization.
• Answers incoming calls for all real estate/lease-related inquiries as needed.
• Maintains friendly, cordial relations with all clients and employees, maintains a positive work atmosphere by acting and communicating in a manner that results in a positive work relationship with customers, co-workers and managers.
• Anticipates needs and commit to respond in agreed time frames.
• Communicates lease administration initiatives with commercial team as applicable.
• Assists Sr. Lease Administrator with the preparation and distribution of Possession Letters and Commencement Date Agreements with property manager and landlords for all new leases.
• Creates Monthly Billing provided by Property Managers or Assistant Property Mangers in Yardi for Sr. Lease Administrators review, approval, and posting.
• Maintains Certificate of Insurance tracking spreadsheet, and contacts Tenants, Insurance Carriers or Property Managers to replace expired COI’s.
• Prepares Rent Increase Letters, Late Fee Letters, and other correspondence as needed and assigned by the Sr. Lease Administrator.
• Provided front desk coverage as needed which includes answering phones (multi-line), greeting incoming tenants, contractors, vendors, and guests.

Knowledge/Critical Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree preferred.
• 1 – 2 years of Commercial Property experience required.
• Good verbal and written communication skills, and ability to read and interpret legal documents.
• Ability to solve problems and manage several tasks simultaneously.
• Good organizational, computer, and accounting skills.
• Yardi experience preferred.
• Self starter.

Physical Demands/Environmental Factors:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in office setting and in commercial buildings.
• Works under minimal supervision.
• Frequently moves about to coordinate work.
• Frequently walks on commercial properties and climbs stairs.

Critical features of this job are described under the previous headings. They may be subject to change at any time due to reasonable accommodation or other reasons. This job description does not list all the duties of the job. You may be asked by supervisors to perform other non-essential assignments and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

MANAGEMENT HAS THE RIGHT TO REVISE THIS JOB DESCRIPTION AT ANY TIME. THE JOB DESCRIPTION IS NOT A CONTRACT FOR EMPLOYMENT, AND EITHER YOU OR THE EMPLOYER MAY TERMINATE EMPLOYMENT AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE.

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PI182302815