Lease Administration (Back Office Support) - Global Industrial

Motion Industries (MOT); Alabama; On-site; USD 52,000 - 72,000; Full time

Job summary

Motion Industries is seeking a Lease Administrator to support the Real Estate team in Alabama. You will draft lease amendments and notices, review leases, and respond to landlord inquiries while maintaining strong relationships with landlords and tenants.

The role involves auditing invoices, processing rent and reimbursements, and managing Costar data. Collaboration with Legal, Risk, HR and safety teams is essential to drive cost-effective solutions.

Qualifications

• Bachelor’s degree in business, accounting, real estate or similar field.
• 3–5 years in commercial real estate, lease administration or paralegal work.
• Experience with PeopleSoft and/or Costar is preferred.

Responsibilities

• Draft amendments, renewals, terminations, assignments and subleases and manage notices.
• Audit invoices, statements and documents to ensure accurate rent charges.
• Prepare and process rent charges and reimbursements to meet deadlines.
• Manage Costar data and landlord/tenant contact information.
• Respond to landlord inquiries and manage COIs, Estoppels, SNDAs as needed.
• Generate real estate reports for directors and real estate managers.

Skills

Lease administration

Real estate knowledge

Paralegal experience

Microsoft Office

Negotiation skills

Analytical skills

Education

Bachelor's degree in business/accounting/real estate

Tools

PeopleSoft

CoStar

MS Office

Job description

SUMMARY:The Lease Administrator will perform lease administration functions to ensure real estate financial obligations are met and lease terms are in compliance.JOB DUTIESWorks with supervisor/manager to develop new process and procedures for the Lease Admin teamLeads special projects and department initiativesAct as the point person for Landlords and respond to all questions/inquiriesDraft lease documents (amendments, renewals, terminations, assignments, (sub)leases), lease correspondence and notices to landlords; ensure that productive landlord and (sub)tenant relationships are maintained (keeping Landlord apprised of Tenant notice address) in accordance with lease and (sub)lease agreementsReview and analyze leases, amendments and other documents in response to inquiries from (and provide recommendations to) Real Estate Director and Real Estate Managers to drive innovation and cost-effective strategic solutions for retail store and distribution operationsInterpret and analyze lease language and offer advice to field operations management regarding contractual rights and duties for property maintenance / repair, permit compliance or other affirmative obligations between Landlord and Tenant; offer expertise to all other levels of staff within company (including Legal, Risk Management, HR and Environmental Health / Safety) as neededAudit documents such as invoices, statements, amendments to leases and other correspondence from landlords or third parties as well as data from internal (payables) and external (real estate tax authority) resources to determine accuracy of charges under tenant leases, and proactively determine credits due to any excess prepaid expense reimbursements (where applicable due to capped or overestimated tenant liability)Negotiate reductions in expenses and reconcile accounts with the property manager or landlord by stated lease timeframes while maintaining a healthy line of communicationReview, process lease-related documents (new leases, amendments, notices) for signature, track status of documents pending final execution, and distribute completed originals to all partiesAbstract and upload lease-related documents in Costar, and maintain integrity of Costar contract data, including changes or modifications to premises, pro-rata share, rental obligations, payment information or landlord and (sub)tenant contact informationManage Costar database to ensure records for Landlords and other Lease vendors remain current, including changes to address, payment and 1099 tax reporting information, real property ownership and contact information, and obtain appropriate backup documentation prior to making payee or other lease-related record changesRespond to landlord, field management and third-party requests for COIs, SNDAs, Estoppels or other lease-related Tenant document obligationsPrepare and process monthly rent charges and payment request information, and ensure prepaid operating expense reconciliation and reimbursements are documented, scheduled and processed in time to meet applicable payment deadlines; process rent abatements or obtain (and submit for deposit) cash refunds for security deposits, overpaid rent or repair costs incurred by Tenant (if subject to Landlord reimbursement)Generate and distribute various real estate related reports to the Director-Real Estate and the Real Estate Managers (i.e. payment activities, expense savings, landlord expenses and other ad hoc reporting)Interact and work closely with leadership from the Real Estate, Accounting and Strategic Business/Transformation teams at GPC and our subsidiaries.Other duties as assignedEDUCATION & EXPERIENCEBachelor’s degree in business, accounting, real estate, or similar field3 to 5 years of commercial real estate, lease administration and/or paralegal experiencePeopleSoft and/or CoStar experience preferred (or comparable experience)Highly proficient computer skills, particularly Microsoft Office packageAdvanced understanding of complex real estate lease terminologyAbility to maintain excellent organization skills and high level of attention to detail and accuracyAbility to work independently, think critically and demonstrate ownership of job tasksSuperior interpersonal skills, negotiating skills and problem-solving abilityExcellent verbal/written communication skillsStrong team player with ability to interact with all levels of staff within the companyLeadershipEmbodies the following values: serve, perform, influence, respect, innovate, team.Effectively communicates by motivating and inspiring others through clear and proactive communication.Delivers results and drives customer success by committing and focusing on outcomes to deliver results and making the customer the center of decisions.Makes balanced decisions and thinks strategically by being a forward thinkerPhysical Demands / Working EnvironmentPrincipal duties of this job are performed primarily in an office environment, with occasional field duties.Prolonged periods sitting at a desk and working on a computer.Must be able to work in a corporate office setting.PHYSICAL DEMANDS:None.LICENSES & CERTIFICATIONS: Notary preferred.SUPERVISORY RESPONSIBILITY: No Supervisory ResponsibilityBUDGET RESPONSIBILITY: NoCOMPANY INFORMATION:Motion offers an excellent benefits package which includes options for healthcare coverage,401(k), tuition reimbursement, vacation, sick, and holiday payNot the right fit? Let us know you're interested in a future opportunity by joining our Talent Community on jobs.genpt.com or create an account to set up email alerts as new job postings become available that meet your interest!GPC conducts its business without regard to sex, race, creed, color, religion, marital status, national origin, citizenship status, age, pregnancy, sexual orientation, gender identity or expression, genetic information, disability, military status, status as a veteran, or any other protected characteristic. GPC's policy is to recruit, hire, train, promote, assign, transfer and terminate employees based on their own ability, achievement, experience and conduct and other legitimate business reasons.