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Leasing Administrator job in Fort Lauderdale at Sheltair

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Leasing Administrator at Sheltair

Leasing Administrator

Sheltair Fort Lauderdale, FL Full-Time
SUMMARY:

The Properties Leasing Administrator assist in maintaining “Class A” commercial properties located at the FLL airport. The Properties Leasing Administrator will assist the Property Manager with day-to-day operations and deliver first class customer service to all clients.

DUTIES AND RESPONSIBILITIES:

  • Assist Property Manager with drafting new leases and renewals.

  • Develop an understanding of leases including standard language and interpretation, variances between buildings, and ability to research for answers.

  • Assist Property Manager in tracking, maintaining, and processing new leases, lease expirations and lease renewals.

  • Ensure lease files and records are properly maintained and kept up to date in accordance with document retention policies.

  • Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.

  • Verify rent roll against stacking plan on a monthly basis for accuracy.

  • Complete billing changes in paperwork for extra tenant services and submit to accounting.

  • Working with Aging Reports, work with tenants to ensure all rent is paid in a timely manner. Keep property manager updated on any past due amounts.

  • Assist in accounts receivable process utilizing collection policy and ability to read and explain tenant ledgers.

  • Complete monthly submeter calculations and prepare billing change paperwork and submit to accounting.

  • Obtain and maintain Certificates of Insurance from Vendors and Tenants with baseline knowledge and ability to review for compliance and coordinate with accounting.

  • Create and maintain insurance tracking list to ensure certificates are updated/renewed prior to expiration.

  • Prepare and distribute new tenant packets, set-up/train new tenants on use and access to work order systems, building operations, receive and maintain all tenants.

  • Distribute all new move-in information to tenants upon lease execution and arrival in building.

  • Coordinate move-in activities and welcome gifts for tenants.

  • Overlook “new tenant move ins” procedures/to do list.

  • Oversee all aspects of tenant suite/building access; create and maintain databases for tenant access cards and maintain key log.

  • Overlook “move out” procedures/to do list.

  • Provide exceptional customer service to tenants pertaining their questions, needs, and service requests; addresses and promptly resolves the questions, requests, and complaints from tenants.

  • Receive maintenance phone calls and emails, enter work orders into Yardi and assign to maintenance personnel. Ensure work orders are addressed and followed up with in a timely manner and provide updates as necessary to tenants.

  • Become proficient using building work order/preventative maintenance software. Working with building staff, update work order software to ensure work orders are completed in a timely and thorough manner.

  • Develop and maintain ethical, professional, and courteous relations with contractors and tenants/customers including but not limited to: Awareness of items that affect/potentially affect the operations of the building and provide opinions and recommendations regarding specific lease issues/questions (ex. Tenant parking, rent payment, general maintenance requests, cleaning/janitorial issues).

  • Assist property manager in compiling competitive bids and completing contracts for building support services.

  • Prepare and maintain vendor contact list for distribution to property manager and property staff.

  • Code property/vendor invoices for property manager’s review and approval.

  • Assist property manager in conducting inspections of the property and tenant spaces to ensure curb appeal and operations

  • Inspects property on a regular basis to assess condition of buildings and grounds, and to ensure that empty units are ready for new tenants.

  • Think “outside the box” to problem solve in creative ways for familiar situations and be willing to ask questions and “self-educate”, and apply logic for situations that are new and/or unfamiliar to solve problems

  • Creates and distributes marketing and communication material, assist property manager in maintaining LoopNet.

  • Reports any problems or issues to property manager.

  • Working with property manager, coordinate building events and establish building services for property tenants. Maintain tenant relations with regular tenant visits and phone calls.

  • Perform other duties as assigned.


QUALIFICATIONS:

  • High school diploma or GED; Associates Degree is preferred.

  • Experience in dynamic multi-tasking situations is a must.

  • 2-4 years relevant experience in related field is helpful.

  • Yardi Voyager experience.

  • The ability to identify and resolve problems.

  • Strong Interpersonal and customer service skills.

  • Strong writing skills.

  • Proficient in Microsoft programs. (Outlook, Word, Excel)

  • Bilingual preferred.

Recommended Skills

  • Accounts Receivable
  • Billing
  • Building Services Engineering
  • Calculations
  • Communication
  • Customer Service
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