Lease Administrator

Lease Administration Coordinator

Lease Administration Coordinator will be part of the Real Estate department working with the Lease Administration, Tax and Real Estate Legal teams. Daily tasks include maintaining various lease document tracking reports, opening, reviewing, and distributing mail, scanning, and filing lease documents, tracking lease documents through abstraction process, and other projects as assigned. The individual will work closely with internal and external teams related business licenses and permits.

Responsibilities

• Act as secondary point of contact for Lease Administration function for internal WSI team members as well as additional contact point for outsourced Lease Administration provider and 3rd party vendor for business licenses.
• Track various applications through signature and submittal processes (annual reports, lease documents, business licenses).
• Provide supporting documentation (lease copies, approval forms, payment support, and other documentation) to auditors.
• Track, code invoices for payment, and distribute checks/payment information.
• Enter/track fully executed lease documents and necessary approval paperwork.
• Manage annual Canada recycling program.
• Use Oracle to track payment information and run payment reports.
• Assist legal team with coding and submitting legal invoices.
• Maintain and organize legal files – scanning into shared folders, filing original signed documents, and maintaining original approvals, notes, change of business forms in "hard copy" legal files.
• Various administration tasks to support lease administration team.
• Complete special projects as assigned.

Criteria

• Accounting degree preferred.
• Similar work experience, preferably with an emphasis in business licenses, permits and administrative work. In addition, candidate will have at least 1-2 years of work experience in a fast-paced corporate environment.
• Well-organized, high attention to detail, responsive to demands with high sense of urgency.
• Independent worker with ability to manage shifting priorities and deadlines.
• Ability to communicate both verbally and through written mediums in a clear and concise manner
• Proven ability to effectively interact with multiple teams and various levels of management
• Self-starter, eager, problem solver, creative thinker, adaptable, strong analytical skills.
• Excellent customer service skills and willingness to partner with other team members
• Strong systems aptitude with working knowledge of and strong skills in MS office suite including excel.
• Strong math and written communication skills required.
• Knowledge of the French language is a plus.
• Ability to perform work onsite in the (San Francisco, Rocklin, Portland, New York, San Jose) office full-time pending state, local, and Company return-to-work guidance during and after the COVID-19 pandemic.