Lease Administration (Back Office Support) - Global Industrial

Motion; Birmingham (AL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Healthcare

401(k)

Tuition reimbursement

Vacation

Sick leave

Holiday pay

Job summary

Motion is seeking a Lease Administrator to perform lease administration tasks ensuring real estate financial obligations are met and lease terms are compliant. You will draft documents, respond to landlords, manage Costar data, and analyze leases to support cost-effective operations.

The role requires 3–5 years’ experience in commercial real estate or lease administration, proficiency with Costar/PeopleSoft, and strong organization and communication skills. Notary preferred.

Qualifications

• Bachelor’s degree in business, accounting, real estate or similar field
• 3–5 years of commercial real estate, lease administration and/or paralegal experience
• PeopleSoft and/or CoStar experience preferred
• Advanced understanding of complex real estate lease terminology
• Proficient with Microsoft Office
• Strong organizational skills and attention to detail
• Ability to work independently and take ownership
• Excellent verbal and written communication; strong interpersonal skills
• Team player across levels of staff

Responsibilities

• Draft lease documents (amendments, renewals, terminations, assignments, subleases) and send notices to landlords
• Maintain Costar contracts data and landlord/tenant information
• Review and analyze leases and amendments; provide recommendations to Real Estate leadership
• Negotiate outcomes; respond to landlord inquiries; manage Landlord relationships
• Prepare and process monthly rent charges; reconcile operating expenses and reimbursements
• Generate and distribute real estate reports to leadership and teams
• Manage Costar databases and ensure accuracy of lease records
• Interact with Real Estate, Accounting and Transformation teams to drive initiatives
• Other duties as assigned

Skills

Attention to detail

Communication

Ownership

Critical thinking

Team player

Education

Bachelor’s degree in business/real estate

Tools

PeopleSoft

CoStar

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 Duties

• Works with supervisor/manager to develop new process and procedures for the Lease Admin team
• Leads special projects and department initiatives
• Act as the point person for Landlords and respond to all questions/inquiries
• Draft 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 agreements
• Review 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 operations
• Interpret 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 needed
• Audit 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 communication
• Review, process lease-related documents (new leases, amendments, notices) for signature, track status of documents pending final execution, and distribute completed originals to all parties
• Abstract 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 information
• Manage 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 changes
• Respond to landlord, field management and third-party requests for COIs, SNDAs, Estoppels or other lease-related Tenant document obligations
• Prepare 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 assigned

Education & Experience

• Bachelor’s degree in business, accounting, real estate, or similar field
• 3 to 5 years of commercial real estate, lease administration and/or paralegal experience
• PeopleSoft and/or CoStar experience preferred (or comparable experience)
• Highly proficient computer skills, particularly Microsoft Office package
• Advanced understanding of complex real estate lease terminology
• Ability to maintain excellent organization skills and high level of attention to detail and accuracy
• Ability to work independently, think critically and demonstrate ownership of job tasks
• Superior interpersonal skills, negotiating skills and problem-solving ability
• Excellent verbal/written communication skills
• Strong team player with ability to interact with all levels of staff within the company

Leadership

• Embodies 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 thinker

Physical Demands / Working Environment

• Principal 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 Responsibility

BUDGET RESPONSIBILITY:

No

Company Information

Motion offers an excellent benefits package which includes options for healthcare coverage, 401(k), tuition reimbursement, vacation, sick, and holiday pay

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.