Responsible for managing the Yardi lease database for owned and third party managed portfolio of retail and office properties; in support of the administration of the lease and management of the properties.
Duties and Responsibilities:
- Perform as the point person for receipt of all executed lease and management documents, overseeing the circulation of information as necessary to stakeholders, and tracking the internal processing of all executed documents.
- Directly responsible for abstracting all real estate legal documentation such as leases, renewals, amendments, options, vendor contracts, and management agreements into Yardi management software; including basic lease information, financial terms, and legal covenants.
- Perform accurate math calculations determining tenant rental rates, percentage rent obligations, and recoverable expense contributions (real estate taxes, insurance and common area maintenance)
- Maintain scanned and hard copy files of all lease related documentation to ensure completeness and organization, maintaining the integrity and confidentiality of all information.
- Ensure that all required tenant compliance documents such as Certificates of Insurance, HVAC service contracts, grease trap inspections, sales reports, etc. are received in a timely manner according to lease requirements; recorded in Yardi database, and filed accordingly.
- Generate reports from the Yardi database and assist property managers in support of administration of the lease, in such areas as compliance issues, use rights, signage rights, and parking rights.
- Serve as the department liaison for ensuring receipt of all lease required tenant information and disseminating pertinent lease and occupancy information to the entire organization, including abstracts, non-compliance reports, scheduled rent increase reports, tenant contact information, etc.
- Review, verify and distribute move notices and commencement agreements, and timely update Yardi database accordingly.
- Assist Property Management staff in compiling and reviewing tenant requests for lease assignment ensuring compliance with lease terms, receipt of required information from tenants, compilation of assignment documents, and update Yardi database accordingly.
- Assist Property Management staff with legal documentation and information for tenant default & eviction cases.
- Responsible for administration of the portfolio data base management process (Yardi Voyager), procedures and associated manuals.
- Assist Property Management staff in setting up lease files on newly transitioned properties, ensuring compliance with company standards of record retention, organization, and data entry.
- Assist Property Management staff in resolution of tenant charge disputes and account receivable issues.
- Assist with lease research for pending deals, leasing reports, tenant buyouts, and /or early terminations as necessary.
- Assist in the document collection and review in acquisitions/dispositions including Estoppel Certificates and SNDA agreements.
- Other duties as assigned.
Skills:
- Proficiency in Yardi commercial property management database (Voyager), Microsoft suite of products including Word, Excel, PowerPoint and Outlook.
- Ability to work cross functionally between Property Management, Accounting and Leasing, recognizing the importance of accurate and timely lease information to all internal stakeholders.
- Ability to read and interpret lengthy legal documents clearly and informatively.
- Ability to clearly write routine reports and correspondence.
- Excellent oral and written communication skills.
Qualifications:
College degree preferred with specialization in business administration or real estate. Paralegal certification a plus.
Some basic accounting exposure required.
Three to five years of shopping center/retail property lease administration experience required.
Highly organized, with strong attention to detail.
Ability to manage large workload, while producing quality work in a fast-pace environment with interruptions and deadlines.
Demonstrated ability to deal courteously and professionally with a diverse group of tenants, vendors, leasing agents, building owners, visitors & co-workers.
Contribute to building a strong and positive team spirit.
Please send cover letter, resume with salary history to [email protected]
