What are the responsibilities and job description for the Lease and Yardi Administrator position at AJ Operations?
Department : Adventurous Journeys Operations
Location : Nashville, TN (in-office)
ABOUT AJ OPERATIONS
An extension of AJ Capital Partners ("AJCP") founded in 2008, Adventurous Journeys Operations ("AJ Operations") is the in-house management company for AJCP's hospitality, office, residential, entertainment, and retail assets. By leveraging resources across the company, AJ Operations expands upon AJCP's vertically integrated development approach and is responsible for driving operating performance and guest experience through the alignment of branding, real estate, and property operations. Projects managed by AJ Operations include Chief's, an entertainment venue in partnership with Eric Church on Broadway in Nashville, Memoir Residential, a multifamily platform initially launching in Portland, Nashville, and New Orleans, and Hotel 1928 in Waco, TX in partnership with Magnolia by Chip and Joanna Gaines, as well as many other exciting commercial, retail, hospitality, and F&B ventures. AJ Operations will also manage 500,000 square feet of office space and 250,000 square feet of retail upon completion of AJCP's mixed-use project in Wedgewood-Houston Nashville.
ABOUT THE ROLE
The Lease and Yardi Administrator will assist in managing the financial facets of AJCP's commercial and retail portfolio in Nashville, in addition to overseeing Yardi administration for the three Memoir Residential multifamily communities, by completing accounting and bookkeeping tasks, preparing monthly close-out and financial reports, processing invoices for payment, collecting rent, fees, and other payments, completing bank deposits, and account reconciliations, and using Yardi to record, track, and report on all financial workings of the portfolio. This person will also support the VP, Property Management by occasionally acting as backup for events or tenant relations when needed.
WHAT YOU WILL DO
- Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement card, procurement to pay, annual property budgets, Yardi, contract preparation, financial reports, and other Accounts Payable and Accounts Receivable duties.
- Read and interpret leases and complete abstracts to ensure accuracy of lease accounting for financial reporting
- Maintain database of lease information and abstracts, including tenant information, amendments, relocations, expirations, and rent information
- Review and post tenant billing adjustments to tenant accounts
- Track and work with leasing and property management teams to obtain required documentation such as delivery letters, rent commencement notices, and permit approval dates
- Interface with and respond to requests from internal departments, such as Accounting, Finance, Leasing, Marketing, and Asset Management on tenant / property information requests
- Provide support in the fiscal management of properties, such as maintenance of A / R and A / P, including coding invoices, operating expense control, and preparing budgets and financial reports
- Provide support with operations issues such as tenant transitions, managing utilities, processing of assignments, collection of tenant sales data, and / or collections
- Assist in maintaining good relationships with tenants and vendors
- Support marketing events, promotions, sponsorships, and collateral management. Liaise between in-bound event requests and internal team members to ensure efficient communication and successful execution
- Serve as backup manager on duty for on-site event management including coordination and presence at tenant related events and programming
- Operate Yardi and complete transactions by entering all required fields correctly and by completing updates and back-ups to ensure the integrity of the system
- Support tenant onboarding process and develop strong relationships with existing and future tenants
- Assist with development and maintenance of tenant handbooks, tenant anniversaries, holiday gifts, events, quarterly newsletters, and training meetings or programs for tenants
- Ensure Certificates of Insurance for tenants and vendors are current
- Ensure that above standard tenant billbacks for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner
- Identify and prioritize operational initiatives that can improve quality of operations and decrease costs
YOUR QUALIFICATIONS
Required
Preferred
Equal Employment Opportunity :
AJ Operations is an equal employment opportunity employer and complies with all applicable laws prohibiting discrimination based on race, color, creed, religion, sex, age, national origin or ancestry, physical, medical or mental disability or condition (including, without limitation, HIV and AIDS), developmental disability, handicap, denial of family and medical care leave, denial of pregnancy leave, domestic partner status, status as a victim of sexual or domestic violence (or familial relationship to such victim), veteran status, marital status, sexual orientation, arrest records, citizenship status, criminal history that has been expunged, unfavorable discharge from the military, or any other basis protected by federal, state or local laws.