Leasing Administrator
2 weeks ago
The Properties Leasing Administrator assists in maintaining "Class A" commercial properties located at the FLL airport. The Properties Leasing Administrator will assist the Property Manager with day-to-day operations and deliver first class customer service to all clients.
DUTIES AND RESPONSIBILITIES:
- Assist Property Manager with drafting new leases and renewals.
- Develop an understanding of leases including standard language and interpretation, variances between buildings, and ability to research for answers.
- Assist Property Manager in tracking, maintaining, and processing new leases, lease expirations and lease renewals.
- Ensure lease files and records are properly maintained and kept up to date in accordance with document retention policies.
- Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.
- Verify rent roll against stacking plan on a monthly basis for accuracy.
- Complete billing changes in paperwork for extra tenant services and submit to accounting.
- Working with Aging Reports, work with tenants to ensure all rent is paid in a timely manner. Keep property manager updated on any past due amounts.
- Assist in accounts receivable process utilizing collection policy and ability to read and explain tenant ledgers.
- Complete monthly submeter calculations and prepare billing change paperwork and submit to accounting.
- Obtain and maintain Certificates of Insurance from Vendors and Tenants with baseline knowledge and ability to review for compliance and coordinate with accounting.
- Create and maintain insurance tracking list to ensure certificates are updated/renewed prior to expiration.
- Prepare and distribute new tenant packets, set-up/train new tenants on use and access to work order systems, building operations, receive and maintain all tenants.
- Distribute all new move-in information to tenants upon lease execution and arrival in building.
- Coordinate move-in activities and welcome gifts for tenants.
- Overlook "new tenant move ins" procedures/to do list.
- Oversee all aspects of tenant suite/building access; create and maintain databases for tenant access cards and maintain key log.
- Overlook "move out" procedures/to do list.
- Provide exceptional customer service to tenants pertaining their questions, needs, and service requests; addresses and promptly resolves the questions, requests, and complaints from tenants.
- Receive maintenance phone calls and emails, enter work orders into Yardi and assign to maintenance personnel. Ensure work orders are addressed and followed up with in a timely manner and provide updates as necessary to tenants.
- Become proficient using building work order/preventative maintenance software. Working with building staff, update work order software to ensure work orders are completed in a timely and thorough manner.
- Develop and maintain ethical, professional, and courteous relations with contractors and tenants/customers including but not limited to: Awareness of items that affect/potentially affect the operations of the building and provide opinions and recommendations regarding specific lease issues/questions (ex. Tenant parking, rent payment, general maintenance requests, cleaning/janitorial issues).
- Assist property manager in compiling competitive bids and completing contracts for building support services.
- Prepare and maintain vendor contact list for distribution to property manager and property staff.
- Code property/vendor invoices for property manager's revie and approval.
- Assist property manager in conducting inspections of the property and tenant spaces to ensure curb appeal and operations
- Inspects property on a regular basis to assess condition of buildings and grounds, and to ensure that empty units are ready for new tenants.
- Think "outside the box" to problem solve in creative ways for familiar situations and be willing to ask questions and "self-educate", and apply logic for situations that are new and/or unfamiliar to solve problems
- Creates and distributes marketing and communication material, assist property manager in maintaining LoopNet.
- Reports any problems or issues to property manager.
- Working with property manager, coordinate building events and establish building services for property tenants. Maintain tenant relations with regular tenant visits and phone calls.
- Perform other duties as assigned.
- High school diploma or GED; Associates Degree is preferred.
- Experience in dynamic multi-tasking situations is a must.
- 2-4 years relevant experience in related field is helpful.
- Yardi Voyager experience.
- The ability to identify and resolve problems.
- Strong Interpersonal and customer service skills.
- Strong writing skills.
- Proficient in Microsoft programs. (Outlook, Word, Excel)
***SHELTAIR RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS "AT-WILL." QUALIFIED EMPLOYEES WHO, BECAUSE OF A PHYSICAL OR MENTAL IMPAIRMENT THAT SIGNIFICANTLY LIMITS A MAJOR LIFE ACTIVITY, REQUIRE A REASONABLE ACCOMODATION TO PERFORM THE ESSENTIAL FUNCTIONS OF THIS POSITION SHOULD NOTIFY THEIR MANAGER OR HUMAN RESOURCES***
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