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Property Lease Coordinator

2 months ago

San Antonio, Texas, United States Mimco Full time

POSITION SUMMARY:


This key position within the Property Management Division is responsible for a range of activities and procedures that ensure: (i) lease and property information is accurately and efficiently recorded in MIMCO's Yardi database; (ii) rent and additional charges for MIMCO's extensive tenant base are billed correctly and collected promptly; and (iii) compliance with lease obligations is maintained by both Tenants and Landlords.


ESSENTIAL FUNCTIONS:
To successfully execute this role, an individual must be able to fulfill each essential duty effectively. (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Department Process Oversight

Examine tenant communications prepared by Property Managers and their Assistants, including, but not limited to, default notifications, reconciliation statements, and percentage rent communications.

Oversee and ensure the timely execution of PM Department processes, including tenant rent collections, lease extension data entry, payment of MIMCO and third-party broker leasing commissions, and tenant move-out procedures.

Advise and remind Property Managers and Department executives of any significant outstanding balances that require immediate attention on a weekly basis.

Assist Property Management supervisors in reviewing and modifying, when necessary, departmental procedures, checklists, and practices to ensure compliance with evolving legal and company requirements.

Portfolio Triple Net Reconciliation Management
Prepare annual CAM, insurance, and real estate tax expense reconciliation reports.

Lease Administrator I's are expected to complete a minimum of 50 reconciliation reports for lower complexity properties prior to the project deadline in their first year and progressively take on more complex properties in subsequent years.

Calculate and prepare annual insurance and tax reconciliation invoices for tenants who pay annually and ensure timely collection of such balances.

Calculate and prepare mid-year reconciliation invoices for tenants who vacate mid-year.
Manage tenant reconciliation disputes and assist Property Managers with inquiries and requests related to reconciliations.
Yardi Database Auditing and Management

Support the Yardi onboarding process for newly acquired properties, deboarding sold properties, and internal property transfers in close collaboration with Department Executives and the Acquisitions and Dispositions department.

Audit the entry of new lease data in MIMCO's Yardi database to ensure lease terms, rent schedules, percentage rent terms, and other critical dates and data are accurately recorded.

Audit the entry of newly signed lease documents, including, but not limited to, lease amendments, extensions, assignments, termination agreements, and reinstatement agreements to ensure all critical data is accurately entered into Yardi.

Audit the Yardi database to confirm the accuracy and completion of the lease move-out process.
Manage the property insurance module in MIMCO's Yardi database.

Contact tenants annually to obtain updated certificates of property insurance and enter relevant data in Yardi.

Internal Operations and Financial Reporting

Generate and compile monthly rent collection and aging reports for financial and operational reporting for MIMCO executives and other stakeholders.

Assist in preparing lease-related financial reports and documentation for budgeting and forecasting purposes.
Review and abstract lease agreements, amendments, assignments, and other related documents.
Prepare lease ledger audits with detailed breakdowns of balances as requested by MIMCO/Department executives.
Review and post charge batches to tenant ledgers as submitted by the Maintenance Department.
Track and assist with the resolution of balances owed by former tenants.
Provide shared water charge and triple net charge quotes as requested by the Leasing Department.
Request payment remittances from tenants as needed in collaboration with the Accounting Department.

COMPENSATION AND BENEFITS

Pay:

The position of Property Lease Coordinator is compensated on an hourly basis, at a rate determined by management of MIMCO, commensurate with candidate experience and qualifications.

In addition, MIMCO provides the following benefits to eligible employees:
Health insurance coverage
Dental insurance coverage
Vision insurance coverage
Life insurance coverage
401(k) plan
401(k) matching
Short- and long-term disability plan
Paid Time Off
Flexible spending accounts

EQUAL EMPLOYMENT OPPORTUNITY
MIMCO.

is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, national origin, citizenship, age, disability or any other protected trait.


COMPANY OVERVIEW
MIMCO was established to provide real estate investment and property management services.

Over the years, our managed portfolio has expanded to include numerous properties across multiple states, focusing on shopping centers.

MIMCO stands out in several significant ways.

Notably, MIMCO only manages properties in which we have a vested interest, ensuring our properties are well maintained and that we are responsive to tenants' needs.

This strategy has been pivotal to our success, attracting regional and national tenants and fostering repeat business with various companies.

Additionally, our business has evolved into a comprehensive real estate investment, development, and management company.

In addition to property management, our teams provide services including:

Business development and property acquisition/disposition;
Planning, design, and construction;
Leasing and marketing;
Property management and maintenance;
Debt and equity origination and placement;
Investor relations and financial reporting;
Legal services from contract review and negotiation to litigation management.

MIMCO is committed to building and developing the communities where we operate and is always seeking talented, passionate, and capable individuals to join our team.