Lease Administrator

POSITION SUMMARY

The Lease Administrator position works closely with the Senior Asset Manager and ensures and maintains consistency, quality, efficiency, and accuracy of the contract, account management, and expense allocation needs of the Uniland and third-party portfolios through the administration and management of commercial leases and other contracts, expense allocation and invoice approval, and tenant billing and receivables areas of the Property Management Department, and all related systems and procedures. The position requires a high level of attention to detail and accuracy.

The Lease Administrator Responsibilities include both the Uniland portfolio of properties and agreements as well as third-party managed customers. The Lease Administrator II operates with the highest standard of professional ethics and performance quality and strives to create loyalty among Uniland customers by providing a superior level of service. The position is responsible for creating value for the customer, company, and department in all aspects possible.

ESSENTIAL DUTIES AND RESPONSIBILITIES

I. Lease and Contract Administration

• Reviews, abstracts, and manages all aspects of commercial lease administration, including complex commercial leases, amendments, easements, and the like. This includes, but is not limited to, the thorough reading and review of draft and/or executed lease contracts; verification of critical dates, percentages, and rent calculations; interpretation of legal language based on intended negotiations; entry of lease data into enterprise software system; ongoing management of operational and billing requirements per the contract. 
• Reviews, abstracts, and manages all aspects of non-lease Property Management contracts such as management agreements, and other contracts for items such as contract accuracy, proper record keeping and billing.
• Performs accurate and thorough data entry of contract, new tenant, renewal, vacancy, holdover activity, etc.
• Ensures compliance with terms of all managed contracts.
• Provides interpretation and guidance regarding contract language.
• Maintains comprehensive knowledge of standard lease language; makes recommendations for revisions and updates to language.
• Maintains close communication with corporate counsel on contract items.
• Manages and administers lease administration critical dates.
• Provide guidance and mentorship to Lease Administrators, assisting with complex lease-related issues and fostering professional growth.

 II. Account Management

• Ensures proper billing to customers as stipulated per individual contracts and agreements.
• On a daily basis, manages and administers accounts receivable collections on accounts.
• Fields, handles, and completes customer questions regarding billing.
• Resolves escalated tenant inquiries and concerns, providing expertise and excellent customer service.
• Involved in decision making regarding handling of exception billings, which includes identifying the exception and implementing a plan to actively manage the exception billing.
• Provides status reporting on any account issues, including collections and related items.
• Approves and manages account items, including but not limited to estimates, reconciliations, base allowances, etc.
• Conducts regular audits and reviews of lease files to ensure compliance and identify areas for improvement.
• Coordinates with legal counsel regarding legal accounts collection.

 III. Expense Allocation / Invoice Processing

• Administers and analyzes invoices including, but not limited to, contracted services, utilities, , real estate tax, insurance, and others for accuracy, continuity with anticipated costs, and payment approval
• Administers and coordinates rebilling of invoice costs, ensuring the proper allocation of costs to customers and ownership entities.
• Manages invoice and billing exceptions, including documentation and accuracy.
• Develops efficient systems and procedures to provide accurate billing and reporting.

 IV. Key Result Areas

• Contract management. 
• Expense allocation/invoice approval.
• Account management/receivables.

 V. Additional Responsibilities

• Works with the Senior Asset Manager to develop systems and procedures to increase efficiency and provide exceptional customer service.
• Completes thorough documentation for all areas of responsibility.
• Responsible for coordination and assistance in development, preparation, and use of reports, metrics, training, studies, documentation, and special projects for all areas of responsibility.
• Performs responsibilities in a thorough and accurate way, including completion of time sensitive items by established deadlines.
• Manages all applicable areas of computer and other systems relating to all applicable areas of responsibility.
• Provides absence coverage for other Lease Administration staff for all areas of responsibility.

VI. Property Management Performance Standards

Customer Service

• Treats all customers with professionalism, courtesy, and respect at all times.
• Responds to customers’ needs immediately.
• Always maintains a positive attitude and approach.
• Sets a service example of high quality.
• Provides absence coverage as assigned.

 Performance Qualities

• Maintains high efficiency, quality organization, prioritization, and time management skills.
• Always maintains a customer focus and sense of urgency.
• Maintains a focus on being a quality person who cares; constantly striving for improvement.
• Maintains a focus on prevention of problems as well as immediate response and cure.
• Maintains a focus on innovation, confidentiality, and all metrics.
• Completes accurate and thorough documentation.

 Personal Performance

• Maintains positive and productive working relationships with members of the department and other departments, customers, vendors, and business partners.
• Maintains a focus on the company’s and department’s mission statements, guiding principles and strategic plans.
• Complies with all department and company policies and procedures.
• Strives to meet or exceed goals and objectives; accomplishes goals and objectives.
• Completes annual Performance Plan, monitors, and reports on progress of the Plan.
• Consistently scores highly in position key result areas.
• Recognizes the need for an importance of documentation for effective record keeping and legal protections. Completes accurate and thorough documentation.
• Completes continuing education classes and/or courses or utilizes other methods to obtain designations, certifications, and additional knowledge.
• Actively remains knowledgeable of current industry methods and keeps skills current with changing systems and technology.

Key Result Areas

• Contract management
• Expense allocation/invoice approval
• Account management/receivables

 SKILLS AND QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each Essential Duty and Responsibility satisfactorily and meet or exceed the requirements. 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 Duties and Responsibilities.

 EDUCATION and/or EXPERIENCE

• High School diploma or general education degree (GED) required; Bachelor’s Degree in Business Administration, Finance, or Real Estate preferred
• 3-5 years of experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job
• Intermediate knowledge of computer software (i.e. Microsoft Office Suite Products). 
• Advanced organizational skills.
• Ability to thoroughly read and interpret lease contract language

 LANGUAGE SKILLS Ability to

• Read, analyze, and interpret lease contract language, periodicals, professional journals, technical procedures, regulations, rules, instructions, business correspondence and procedures.
• Write reports, business correspondence, and complete position forms. Ability to use position systems.
• Effectively present information and respond to questions.
• Speak effectively before individuals and groups.

MATHEMATICAL SKILLS Ability to

• Calculate figures and amounts.
• Apply concepts of basic math, algebra, and geometry.

 REASONING ABILITY

• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Apply common sense understanding to carry out instructions.

 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an associate to successfully perform the Essential Duties and Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties and Responsibilities. While performing the duties of this job, the following physical demands are required:

• Regularly required to talk, hear, taste and smell.
• Frequently required to sit at a desk and work on a computer.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
• Occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• Must be able to lift and/or move up to 15 pounds.

 WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the Essential Duties and Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties and Responsibilities. While performing the Essential Duties and Responsibilities of this job, the employee is occasionally exposed to the following: moving mechanical parts, moderate noise level, office equipment, and computers.