What are the responsibilities and job description for the Commercial Lease Administrator / Financial Services Specialist position at Harbor Group Management?
Job Title : Commercial Lease Administrator / Business Financial Services Specialist Location : Norfolk, VA (In-office role) Job Summary : We are seeking an experienced and detail-oriented individual to join our team in Norfolk as a Commercial Lease Administrator / Business Financial Services Specialist. This in-person position will involve managing accounting functions and lease administration tasks for commercial properties. The ideal candidate will have a solid background in financial services and lease management, with the ability to handle a variety of responsibilities such as accounts payable and receivable, tenant / vendor communications, lease tracking, and budget support. Primary Duties :
- Accounts Payable & Receivable : Process daily accounts payable and receivable transactions for assigned properties.
- Vendor and Tenant Relationship Management : Maintain strong and effective relationships with vendors and tenants, addressing inquiries and resolving issues promptly.
- Lease & Financial Data Management : Track and maintain key data related to rental increases, insurance certificates, lease renewals / expirations, gross sales, percentage rents, and key lease dates using MRI software.
- Special Billings Oversight : Manage and oversee commercial special billings including meter readings, use & occupancy tax billings, work orders, and insurance / tax reimbursements.
- Tenant Correspondence : Prepare and review correspondence with tenants, including late payment notices, rent increase notifications, and commencement date agreements.
- Lease Documentation & Compliance : Assist with SNDA / Estoppel processes by creating, distributing, tracking, and collecting necessary documents.
- Financial Reporting : Assist in the preparation of monthly financial reports, including stacking plans, occupancy reports, cash management, accrual workbooks, and variance analysis for the General Manager.
- CAM Reconciliations & Audits : Calculate Common Area Maintenance (CAM) costs, including monthly estimates, year-end true-ups, CPI escalations, and operating expense audits.
- Reforecasting & Budgeting : Collaborate with General Manager on income and expense projections.
- Letters of Credit Management : Track and manage tenant letters of credit for compliance, process drawdowns, and transfers.
- Account Audits & Reconciliation : Perform tenant account audits and provide accounts receivable documentation; resolve bank reconciliation discrepancies.
- Lender Reserve Draws : Calculate and process lender reserve draw requests and ensure proper documentation.
- Special Projects : Take on additional tasks and projects as assigned by management. Education Requirements :
- Bachelor's degree in Finance, Accounting, or a related field, or equivalent professional experience. Experience Requirements :
- 3-5 years of experience in commercial lease administration and accounting, with hands-on experience abstracting lease terms, options, and calculating CAM reconciliations.
- 2-3 years of experience in managing lender reserve draws and Tenant Improvement Allowances.
- Proficiency in Microsoft Office Suite, particularly advanced Excel skills.
- Experience with MRI, YARDI, or similar accounting software is preferred.
- Strong ability to learn and utilize accounting and lease management software.
- Exceptional organizational and analytical skills, with attention to detail and the ability to manage large volumes of data accurately.
- Excellent written and verbal communication skills, including the ability to draft clear, professional tenant correspondence.
- Ability to work independently and collaborate within a team, managing competing priorities and meeting deadlines. Certificates, Licenses, Registrations :
- Valid driver's license required. If you have the required experience and are ready to contribute within a dynamic commercial property management team, we encourage you to apply! WHAT WE OFFER :
- Competitive Salaries & Bonuses
- Medical, Dental & Vision Plans
- 401(k) Plan with Employer Matching Contributions
- Paid Personal Time & Holidays
- Flexible Spending Accounts
- Free Long-Term Disability
- Free Life Insurance
- Short Term Disability
- Health Savings Account with Employer Contributions
- Wellness Perks
- FinFit Health Finance Program
- Employee Apartment Discount
- Employee Referral Program
- Employee Recognition & Awards
- Employee Assistance Program
- Volunteer & Community Service Opportunities
- Tuition Reimbursement #LP-KP1 Veteran Friendly This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered. Harbor Group Management is proudly an Equal Opportunity Employer EOE / M / F / D / V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.
