Manager, Lease & Billing Administration and A/R

POSITION SUMMARY:

Manage the lease administration and accounts receivable functions for all CDP properties. Manage process to ensure the profitability of proposed leases against established thresholds as well as relevant covenant requirements prior to lease executions to ensure deal requirements are met. Exercise judgement in analyzing and interpreting complex leases. Responsibilities include but are not limited to: Manage, monitor and approve the abstracting of leases and inputting of key lease provisions into the commercial management system, rent calculations, recoveries processing, timely and accurate billing and application of cash receipts to tenant accounts, and responding to inquiries from tenants, finance, legal, asset management, accounting and property management.   Work closely with the Asset Management, Legal, Property Management, Property Accounting and Financial Planning & Analysis teams to ensure that complex tenant and lease issues are identified and resolved effectively to ensure that the reporting of tenant revenues is accurate. Monitor aging reports to identify and resolve accounts receivable issues. Responsible for the timely execution of key controls for Rental Revenue and Expense Recoveries and Rent Collections and Cash Receipts.

ESSENTIAL FUNCTIONS:
 

• Manage new and amended lease document workflow to ensure all executed documents are accounted for. Establish and monitor an effective review process to ensure all critical aspects of lease documents are abstracted and billed in accordance with lease terms. Maintain and ensure integrity of lease information. Provide support for accounting for complex leases.
• Manage process to set up tenants’ Operating Expense Recovery pools and to set tenant base years. Manage the overall process for mid-year and annual operating expense reconciliations such that they are completed accurately and timely in accordance with lease requirements. Coordinate with Operations Accounting Managers. Oversee the process to update annual billing rates for tenants’ operating expenses.
• Manage the process to ensure of calculating and confirming leasing metrics for proposed leases against established thresholds. Ensure review of relevant covenant requirements prior to lease execution to confirm established deal requirements are met. Make sure the team is adhering to the established time to move the deal through the review and approval process in Deal Manager.
• Manage the process of collecting and applying payments to tenants’ accounts. In addition, ensure application of late fees in accordance with lease documents and company guidelines. Ensure timely processing of tenant credits per established guidelines.
• Responsible for execution of key controls over Revenue Recognition and Expense recoveries and Rent Collections and Cash Receipts. Maintain updated business process narratives and LSPM’s. Participate in annual key control walk-throughs with Internal and External Auditors. Support the interim and year-end audit requests providing all requested support and responding to auditor inquires.
• Responsible for staff management including recruiting/hiring, supervision, disciplinary actions, recognition, salary administration, performance appraisals and terminations.
• Develops and trains staff to ensure high skill levels and technical competence.
• Partners with Human Resources on employee development and planning initiatives.
• Responsible for the continued awareness of the COPT core values.(active).
• Provide work direction and supervisory review for assigned staff including:
  • Review of critical documents.
  • Review and analysis of key / critical financial information.
  • Goals, objectives, and professional development of staff.
  • Other issues as they arise, focusing on non-routine transactions.

SECONDARY RESPONSIBILITIES:

• Coordinate with Government Specialist on collections of outstanding receivables.
• Provide support to Lease reporting team for internal and external reporting.
• Participate in due diligence for property acquisition and dispositions.
• Perform other job related duties as assigned.

QUALIFICATIONS:

Education - Bachelor’s degree in accounting or related field or an equivalent combination of education and experience from which comparable knowledge and skills may be acquired.

Professional Experience - Minimum 10 years of relevant experience in Lease & Billing Administration required with 2-3 years managing multiple direct reports. Commercial real estate experience required. 

Computer skills - PC proficiency using Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific applications.

Mobility - N/A

Other Requirements -

• Able to understand complete lease cycle, including revenue impacts in an automated environment.
• Understanding of internal controls, risks and security considerations preferred.
• Ability to multi-task and willingness to learn new skills.
• Strong verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to adapt to change and prioritize workload.