What are the responsibilities and job description for the Real Estate Lease Administrator position at ICBD HOLDINGS LLC?
POSITION SUMMARY & PURPOSE
This position is responsible for the administration of lease, real estate, and brokerage related documentation, contracts, payments and commissions collections. This is a key role in assuring leases and brokerage agreements are documented and paid/collected correctly on a timely basis.
The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
POSITIONS ESSENTIAL DUTIES & RESPONSIBILITIES
The primary role is to actively coordinate all functions of Real Estate administration relative to leases and brokerage commissions. Those duties and responsibilities include but are not limited to:
- Track key lease terms such as rent amounts, lease expiration dates, renewal options, and tenant rights.
- Facilitate the signing of new leases partnering with the Directors of Real Estate and legal ensuring the timely payments of lease deposits, rents, and all other payments associated with the facility are done within Coupa.
- Supporting the set-up of vendor accounts for new locations within Coupa.
- Administer all payments associated with leases and facilities in Coupa ensuring accuracy and timeliness of payments.
- Facilitating, tracking, and administering all contracts, paperwork, and payments associated with brokerage
- Coordinating with the Director of Construction to facilitate the tenant improvement/ construction allowance submissions to landlords and subsequent payments by tracking construction timelines and the document requirements for those allowances.
- Analyze year-end reconciliations from Landlords for CAM, Insurance, and Real Estate Taxes are accurate and reflect true costs.
- Processes lease documents and manage the property requirements and correspondence.
- Maintain up to date landlord information in lease management system as needed
- Complete lease abstracts and payment schedule setups
- Review monthly recurring rents, one-time payments, rent reconciliations, rent roll changes, CPI, or overage rent adjustments, and reconcile unbalanced ledgers
- Researches and resolves AP inquiries including discrepancies, missing payments, and past due balances.
- Review, analyze lease documents in database.
- Ensure lease administration database is accurate/complete and all data fields are populated.
- Ensure the distribution of Certificates of Insurance
- This position will share the responsibility of establishing best practices in the areas of real estate, lease administration, and brokerage administration.
