Retail Lease Administrator

The Retail Lease Administrator is responsible for overseeing the day to day responsibilities of retail lease administration, general retail accounting, and assisting in retail tenant relations. Working closely with the Commercial Operations and Accounting teams, duties include the  maintenance and tracking of retail tenant lease terms within MRI and related lease management duties.  This role also includes identifying improvements to internal processes and MRI enhancements, regular retail reporting, and special projects.

WHO YOU ARE

• A Strong Communicator. Your writing and speaking skills are clear and effective, helping you connect well with others. 
• A Team Player. You are united with teammates in delivering the best experience to internal and external customers.
• Organized. You are flexible and able to juggle appointments and personal interactions with teammates and customers smoothly.  
• Creative. You are an “idea” person and like coming up with smart solutions to new challenges. 
• Caring. You put yourself in others’ shoes and strive for positive outcomes.  
• Motivated. You invest extra energy to reach your goals.
• Solution-Oriented. You follow through on commitments, letting co-workers and business partners know that they matter.  

WHAT YOU’LL DO 

Cash Management & posting rent charges

• Posting cash from Augusta lock box
• Posting income from Third Party Cash Collection system (APTEXX batch files)
• Post Monthly Wires
• Process and reconcile NSF’s
• Send out Monthly Rent Invoices via email
• Request refunds

Review Monthly Reports and take necessary action:

• Active Leases but no current lease charges
• Expired current leases – determine if it is MTM lease
• Security Deposits on Inactive Leases – to be resolved
• Active Balances for Inactive tenants – to be resolved
• Review Critical Date Report prior to month end to review current leases expiring
• Review and make any corrections based off of Straight Line error Report
• Review Lease Correction file monthly
• Review AR Report - Reconcile account balances, notify tenants of overpayments or underpayments, Credit apply batches, etc

Late rent payment process

• Charge up late fees
• System generated late letters - default letters

Lease Management Duties – New Lease

• Review Retail Pipeline Lease Spreadsheet to update MRI where necessary
• Welcome letters for new tenants as well as new acquisitions
• Work with CA Department to set up new tenant as vendors (typically for TI reimbursement)

Lease Management Duties – Renewal Lease

• Review Pending Lease Spreadsheet to update MRI where necessary
• If New Lease ID is required:
  • Transfer Security Deposit to New Lease ID
  • Transfer any remaining AR to New Lease ID
  • Notify Tenant of New Lease ID for future payments

RUBS Billing Responsibilities

• Review and charge up monthly RUBS utility file from third party vendor
• Manage EQR retail tenant roster on third party vendor websites
• Manage retail utility database and work with Augusta utilities to ensure all retail space meters are accurately identified so that appropriate charges can be billed and any unusual billing such as high vacant usage is researched and resolved.

Manage Monthly & Annual Reconciliation Schedules

• Primary point person for the annual CAM and RET reconciliation process. Prepare worksheets and create letters for tenants.

Other duties/projects 

• Assists with administrative support as needed
• Maintain department manuals
• Testing of all new applications for MRI/CM software
• Work with Augusta Utilities team to resolve utility billing issues
• Bill back extraordinary expenses (Tenant specific items – ex. Trash)
• Prepare default letters
• Assist Directors and Retail Lease Manag