Regional Lease Administrator

Service Center

CSCS TX

Essential Job Duties

Responsible for acting as a point of contact for facilitating administrative solutions between departments such as real estate/accounting/legal and landlords/tenants/vendors; maintaining the real estate administration database, including property abstracting, reconciling operating expenses, authorizing payments and reporting.

•  Review, interpret, onboard, and approve all abstracts of fully executed Leases and Amendments.
•  Capture any discrepancies and assist with updates as needed. Make sure all documents checked as received have been received.
•  Confirm monthly rents are paid and all leasing activities are in accordance with policies and guidelines.
•  Conduct “internal control audits” to reconcile and process all landlord and vendor recurring and one-time payments, rent roll changes, end-of-year, rent based on sales, Consumer Price Index, or percentage rent adjustments.
•  Provide detailed breakdown of payments.
•  Assist landlords in reconciling payments received to ensure that their accounts are accurate and reflect payments made based on lease abstracts.
•  Reconcile and process all tenant invoices for rent, operating expenses and year-end or Consumer Price Index adjustments.
•  Calculate pro rata share provided in the lease. Thoroughly research the premises to confirm correct payments are being made when not provided in the lease.
•  Ensure data integrity and accuracy by performing quality control review of work.
•  Generate standard and develop ad hoc reports utilizing the real estate administration database report writing software.
•  Set up new rent vendors.
•  Process and reconcile contingency payments.
•  Send out welcome letters as new centers or added.
•  Request certificate of insurance.
•  Gather required information from Landlords to complete the process of Landlord changes by updating all contact information and billing accounts information in database and Lease Accounting. Verify all updates for security and prevention.
• Investigate and resolve all questions regarding lease or rental issues from internal departments and Landlords.
•  Review and respond to any outstanding questions arising for the annual Operating Expense Reconciliations.
• Tracks all monies due to company for Tenant Improvement Allowances and process as needed.
•  Process direct pay utilities that cannot be transferred.
•  Compile and maintain spreadsheets for third party tax consultants.
•  Notify the Facilities team of any service contracts and Lease clauses they may need to be aware of when onboarding new Leases.
•  Handle transfers of ownership once necessary documents have been drafted and executed.
•  Manages a portfolio of 450+ leases assigned by region.
•  Calculate sales tax and evaluate periodically for any changes to rates.
•  Provide snippets and interpretations of Lease clauses internally, assisting other departments with their initial set up.
•  Liaise with the Accounting, Repair and Maintenance, and Facilities team.
• Perform other related duties and special projects as assigned.

Skill/Requirements

• High school diploma or GED
• Bachelor’s degree in related field preferred
• Minimum 2 to 4 years of experience in Lease Administration, Real Estate Accounting or Property Management
• Strong organizational, interpersonal and communication skills with the ability to process work quickly, accurately and with changing priorities
• Ability to provide efficient, timely, reliable and courteous service to customers and effectively present information
• Ability to interpret complex commercial lease language
• High proficiency in MS Office products
• Preference given for experience with a Lease Administration software application such as CoStar (Virtual Premise)