Job Description Job Summary:
To provide administrative support for Leasing Department and foster teamwork throughout the company with a high degree of thoroughness, responsibility and accountability.
Essential Functions:
Coordinate and track the processing of workflow documentation required for commercial and retail lease transactions from initial application to letter of intent to lease negotiation/execution including:
- Maintain Lease Tracking Report for all documents being processed for new, renewal, temporary or other lease amendment documents for the Leasing Department and the Property Management Department
- Assist leasing agents with various correspondence requests.
- Complete Lease Checklist for proper routing of lease throughout the lease process
- Upon request by Leasing Agents, send initial application and instruction documents to prospective tenants
- Receive application materials from prospective tenants and verify for accuracy/completion, then process for review/approval
- Order credit reports and save with scanned application materials in secure online folder, ensuring no distribution of personal data
- Verify validity of tenant business entities with the State of Florida.
- Create Lease File for all lease documents
- Coordinate tracking and storage of subsequent comments and document modifications between tenant, owner and outside counsel.
- Compile and incorporate lease exhibits, coordinating as necessary with Leasing Agent, Marketing Manager, and Property Manager
- Review executed leases prior to Landlords signature to ensure no unauthorized changes were made, and verify that security deposits, advance rents and insurance certificates were returned with signed leases
- Process Leasing Agents Commission Voucher (including reviewing for accuracy in accordance with the varied Leasing Management contracts of varied owners)
- Process any third party brokerage agreements for approval and Owner execution
- Prepare lease package and tenant-executed lease for final review and final Owner execution
- Send fully executed lease document to Tenant with appropriate instruction cover letters
- Scan all fully executed documents for online storage
- Monitor deal with delayed delivery of premises until final turnover is made by Property Management Department
- Maintain and request tenant sales reports, tenant certificates of insurance, tenant HVAC maintenance agreements, and tenant grease trap maintenance agreements through the Yardi system.
Qualifications:
- A.A. Degree, at a minimum
- Five years of commercial real estate lease and/or contract experience (retail real estate preferred)
- 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
Skills:
- Knowledge of Word, Excel, and PowerPoint
- Ability to work cross functionally between Property Management, Accounting and Leasing, recognizing the importance of accurate and timely lease information to all internal stakeholders
- Analyze situations for tenant/landlord responsibility
- Ability to interpret lease abstracts
- Ability to clearly write routine reports and correspondence
- Excellent oral and written communication skills
- Multi-task oriented
- Excellent people skills, with ability to police staff to ensure that department protocols for document requests/processing are being followed as required
- Ability to work independently
Company Description RMC Property Group has developed over 140 freestanding drugstores and more than 25 grocery-anchored shopping centers, has renovated or redeveloped several key retail and mixed-use projects, and has an current leasing and management portfolio that exceeds 7 million square feet of retail, office, industrial and land properties. Our firm’s solid reputation, unparalleled expertise, commitment to excellence, and ownership mentality translate directly into real bottom line results for our clients.
