Leasing Assistant

Mortgage Solutions of Colorado, LLC d/b/a Mortgage Solutions Financial (MSF) offers a comprehensive benefit package and PTO (paid time off) for eligible employees. The benefit package includes Health, Dental and Vision Insurance, options to participate in a Health Savings Account, Flexible Spending Account, Health Reimbursement Arrangement, Life and AD&D coverage, voluntary Supplemental Life, voluntary Short-Term, Long-Term Disability and Supplemental insurance. In addition, eligible employees have the option to participate in a company retirement plan.

About MSF

MSF is a national mortgage lender based in Colorado Springs. MSF strongly believes every client should be served with integrity, dignity, and respect. Without compromise, MSF is committed to providing loans that are in the best interest of our clients, not our bottom line. We will continue to educate the community by empowering our clients to make responsible and informed fiscal decisions that result in greater financial peace of mind.

Role Overview

The Facilities Assistant will support the day-to-day management of company facilities and related functions. The role requires sound judgment, attention to detail, professionalism, and the ability to maintain confidentiality. The Facilities Assistant will assist with compliance, asset management, vendor relations, and branch onboarding, ensuring that all tasks are completed in a timely manner. This role requires a proactive approach, and the ability to work independently within established guidelines while also collaborating effectively with internal and external stakeholders.

Essential Duties: In addition to related job duties as assigned, this position will:

• Lead in documenting compliance postings, maintaining digital records of compliance evidence, and updating logs in Excel.

• Maintain accurate records of facility-related expenses in Excel and assist in cost management.

• Assist with submitting and tracking applications for city and county business licenses and registrations, ensuring timely renewals.

• Review and maintain lease agreements, noting critical lease terms such as expiration date, renewal dates, and services provided by landlords, and logging the information digitally.

• Review vendor contracts to extract essential details such as agreement terms and expiration dates. Save and upload documents to vendor management platforms and Excel for tracking.

• Draft letters and other correspondence as needed by management using Word.

• Assist with setting up services for new branch locations by contacting vendors, conducting online searches, and coordinating with branch managers and landlords.

• Resolve facility-related issues by applying established company policies and procedures.

• Provide updated addresses to insurance providers and request Certificates of Insurance as needed.

• Generate and maintain reports from cloud-based asset management software, while also maintaining a backup in Excel.

• Perform general administrative duties, including answering phone calls, managing emails, and ensuring proper communication with relevant departments.

• Negotiate with vendors to secure the best pricing, quality, and delivery terms.

• Engage in training opportunities to further knowledge and assist with various projects.

• Assist Accounts Payable in the reconciliation of invoices and payments according to contract terms.

• Provide regular updates and reports to management as required.

• Build and maintain positive relationships with both internal and external customers to facilitate smooth operations.

• Take initiative in resolving issues, asking clarifying questions, and ensuring that tasks are completed accurately and efficiently.

Qualifications, Experience & Knowledge

• Previous experience with lease administration, contract management, lease analysis, and asset management preferred. The ideal candidate will have a strong understanding of the processes involved in managing real estate leases and vendor contracts.

• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with the ability to create detailed spreadsheets, manage email correspondence, and prepare documents for management.

• Must demonstrate excellent attention to detail, ensuring accuracy in all documentation and record-keeping tasks. Well-organized, with the ability to prioritize and manage multiple tasks efficiently.

• Ability to read, comprehend, and interpret instructions, leases, contracts, and other correspondence. This includes understanding legal and business terms, while ensuring accurate documentation and communication.

• Possess basic analytical skills to review, interpret, and extract relevant information from contracts, financial reports, and other documents. Ability to use this information to make informed decisions and recommendations.

• Strong interpersonal skills, with experience in inbound and outbound calls. Must be capable of providing excellent customer service to both internal and external stakeholders, including vendors and branch managers.

• Able to work independently with minimal supervision, while also demonstrating a willingness to collaborate effectively as part of a team to achieve department and company objectives.

• Ability to perform efficiently in a fast-paced, high-stress environment. Capable of handling multiple responsibilities and meeting deadlines without sacrificing quality or attention to detail.

Physical Requirements

• Stationary position; prolonged periods at a desk and working on the computer.

• Occasional movement about inside the office to walk to offices and office machinery.

• Occasional lifting up to 10 pounds, must be able to push, pull, pull up, bend at the knees and waist, twist body at the waist, raise and hold arms overhead, turn head-neck-shoulders as needed, grasp and hold tools and other items with hands, for either extended periods of time or many times throughout the workday.

MSF is an equal opportunity employer. All candidates for employment are considered equally and no distinction is made on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, genetic information, or veteran status. MSF is also committed to providing qualified applicants and employees reasonable accommodation, when necessary, to enable the individuals to complete the application process and/or perform the essential functions of the job. An applicant and/or employee requiring reasonable accommodation to perform any essential job function, should contact Human Resources.