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Commercial Lease Administrator (GFELLC)

JOB LOCATION: EYDE COMPANY MAIN OFFICE

JOB SUMMARY/MISSION: Under the direction of the Property Manager and the Property Management Supervisor, the Commercial Lease Administrator performs basic administrative data entry and commercial lease processing functions for entities owned solely by George F. Eyde Family, LLC. This person must be detail oriented, accurate and thorough. At the same time, he/she must be able to meet important recurring deadlines. In addition to heavy computer work, there is some interaction with the public over the phone, in person and via email. Therefore, this person must possess good communication skills.
REPORTS TO: PROPERTY MANAGER & PROPERTY MANAGEMENT SUPERVISOR
DIRECT REPORTS:N/A
RESPONSIBILITIES/DUTIES
ASSISTANT to PROPERTY MANAGER DUTIES
  • Assist Property Manager with tenant correspondence, emails, faxes, copying and filing
  • Maintains filing for GFE Family owned building/property files for Property Manager
  • Schedule meeting with Building Supervisors on a monthly basis
  • Create, send out and maintain all snow contracts and lawn contracts for GFE Family, LLC owned properties
  • Take minutes/notes for all meetings with sales team, maintenance meetings, and construction meetings
  • Obtain bids from maintenance staff or vendors as necessary and review with Property Manager
  • Any other administrative tasks assigned by Property Manager
COMMERCIAL LEASE ADMINISTRATOR RESPONSIBILITIES
  • Processing of commercial leases
  • Work with strong attention to detail processing cash receipts (cash, checks, ACH payments) for all entities owned solely by George F. Eyde Family, LLC
  • Accurately verify information on lease and accurately input into Timberline
  • Route all commercial leases for approval and create new lease folders
  • Scan in and save all leases, extensions, addendums to server and attach to Lease in Timberline
  • Accurately audit tenant ledgers and mail out monthly delinquency letters, NSF letters, CPI Increase letters and Scheduled Increase letters
  • Mail out monthly rent invoices and other invoices as necessary
  • Update janitorial company with tenant move in and move out information
  • Consumer Energy Invoices
  • Code all Consumers Energy invoices
  • Approve all commercial utilities and bill back tenants as necessary
  • Contact Consumers Energy for refunds and corrections
  • Work accurately and timely in order to meet weekly deadlines
  • Follow up with tenant phone calls and emails
  • Effectively communicate with Property Manager and Property Management Supervisor regarding corrections
  • Commercial Utilities
  • Send letters to tenants informing them they need to put utilities in their name
  • Transfer utilities back to our name after tenant move outs
  • Verify utilities have been put in tenant’s name
  • Maintenance Work Orders
  • Take phone calls and email from commercial tenants with maintenance issues
  • Write up and distribute work orders and log on maintenance spreadsheet
  • Lease Summaries
  • Monthly Rent Rolls
  • Print Rent Rolls for Owners each month
  • Print and update Property Manager’s rent roll binder
  • Update Tenant Emergency contact list and Tenant Insurance information
  • Clean kitchen on a rotation basis with other PM staff
  • Cover the front desk during receptionist lunch breaks and time off
QUALIFICATIONS AND COMPETENCIES
  • Minimum of Associates Degree preferably in Business Administration
  • Progressive commercial property management experience in the private sector consisting of multiple entities preferred.
  • Strong computer skills. Knowledge in property management software applications such as Sage Timberline and Microsoft 365 a plus.
  • Ability to communicate well with the public verbally and via email.
  • Must be able to work independently and have excellent business writing skills
WORKING CONDITIONS 
  • This position is located within the company office at an assigned desk. Heavy computer work.
STATUS:
  • Exempt

Apply For Position: Commercial Lease Administrator (GFELLC)

When applying for this position, please make sure to do the following:

  • Include the title of the position in the subject line
  • Attach your resume to the email
  • Include the following contact information:
    • Name
    • Preferred Email Address
    • Phone Number