Responsible for review & abstraction of lease documents including interpretation to outside departments
Maintain a thorough tracking system of all lease and lease-related documentation.
Utilizing lease administration software & working closely with other team members to ensure accuracy
Cross-checking for quality control conducted routinely.
SOLELY RESPONSIBLE for any modification of lease information in Commercial Management (CM) module of MRI software including charges, critical dates, sales breakpoints, contact information and all clauses (co-tenancy, kick-outs, exclusives, operating covenants, etc.) with the exception of tenant sales entered by Property Management.
Sets-up, maintains and is responsible for the data integrity of all physical and electronic lease files. Process lease abstracts within 10 days of execution. Maintain the integrity of lease files by filing all lease admin related correspondence daily. Correspond with Tenants on lease-related issues as directed. Set up and maintain suites in MRI based on current lease status plans.
Resolve lease violation claims by Tenants through working with property management, leasing and accounting as needed. Conducts research of lease issues and other lease-related defaults by Landlord or Tenant, assesses proper course of action and escalates and/or consults with Legal and other department personnel to bring to resolution. Involve Operations, Leasing, Accounting and Maintenance as needed.
Assist in the interpretation of lease points for Finance, Construction, Leasing and Operations as requested.
Scan link documents in software system for use by several departments.
Receive executed tenant leases from Leasing:
Executed lease delivered to Lease Administration by Leasing.
Lease and other lease documents are scanned and saved on X:/drive and in MRI database.
Upon receipt of executed tenant leases, verify/abstract/confirm/modify lease data in Lease Flow for new leases and CM for renewed leases.
Transfer Lease Flow Opportunities to CM in MRI for executed leases with pending store openings or rent commencement dates.
Maintain all critical date information in Lease Flow upon receipt of executed lease including lease execution date, projected opening, actual opening, rent start, projected delivery date, actual delivery date, etc.
Review, process, and track estoppels and Subordination Non-Disturbance Agreements (SNDAs). Responsible for timely response to landlord.
Performs other related duties as assigned.
Prepare and deliver lease commencement letters, lease amendment invoices and other billing change invoices. Copy Accounting and Property Management.
Monitor terms of tenant and landlord termination options, extension options and report on pending action.
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.