Commercial Leasing Administrator

This position is responsible for supporting the leasing and management staff by tracking new or expiring commercial/retail leases and providing critical status reports. Interacts with multiple parties to ensure leases are fully executed and lease terms are accurately captured. Prepare various written correspondence to tenants and proofreads all leasing-related documents. Organizes and maintains a filing system for all leases. The job duties for this position may not be limited to only those outlined in this job description, and management reserves the right to make modifications and changes to these duties at any time in order to meet the needs of the business. Key Responsibilities Maintain retail tenant contact database in Yardi/coordinate with accounting. Prepare and revise letters of intent for leasing agents; review & edit LOI's. Assist in the accurate and timely preparation of lease documentation. Establish and proofread leasing-associated documents to include proposals, memos, requests and contracts. Follow-up with tenants to ensure all leasing documents are completed and returned within specified timeframe. Coordinate receipt of signed leases and security deposits. Provide executed leasing documents to commercial staff. Develop and maintain existing & new tenant files in Orion database; archives files as needed. Obtain credit information from tenants and administer credit checks. Update the Leasing Book when required. Request background and credit checks on prospective clients using Core Logic or other service. Update brochure packages; create lease summary abstract, update Exclusive Rights book. Prepare budget analysis of actual vs. budget amount for each space, to be included in new client packet. Assist with direct mailers and marketing pieces when required. Prepare leasing status report for commission tracking. Update broker information in Outlook, send email to brokers regarding Dwoskin availability, update Deal Log Commissions on monthly basis. Ensure that leasing site plans are updated in LOD & Leasing Book. Assist with lender, insurance questions. Update parking tab with new tenants for Leasing meeting. Review requests for tenant allowances/prepare for payment. Prepare and submit leasing package for submission to accounting. Assist in the preparation of meeting presentations for senior staff meetings and bi-weekly retail meetings. Coordinate with leasing agents, operations, construction when necessary. Add commission agreement data for inside and outside brokers to the lease status report. Create commission agreements for outside brokers, gather paperwork and prepare for payment. Code and process commercial leasing invoices for accounts payable department. Completes special projects as assigned. Performance Review During the first year of employment, performance shall be monitored and evaluated quarterly. Following completion of the first year, performance will be evaluated on an annual basis. During the time of the annual performance review, the employee may be eligible for an increase in salary and/or bonus. Any increase in pay and/or bonus will be primarily based on achievement and performance during the past year. During the first year, performance goals and expectations will be developed between the incumbent and the supervisor, to be reviewed during the annual performance evaluation. Thereafter, goals and objectives will be established to assess performance for the following annual performance evaluation. Qualifications Minimal educational requirements are a Bachelor’s degree or equivalent experience. Between 4-8 years experience with real estate, leasing and/or property management, and advanced written and oral communications skills. Must be organized with a great attention to detail and verification of facts, proficient with Microsoft Office suite, specifically Excel, Word and Adobe Acrobat & Illustrator, and have the proven ability to deliver quality, timely work with minimal supervision. Exceptional client service skills required. Must have the ability to develop and maintain recordkeeping systems and procedures, to maintain confidential records and information, and have knowledge of legal contract procedures and documentation process. #J-18808-Ljbffr