Job Summary:

Support multiple departments including, but not limited to; Real Estate, Corporate Accounting, Accounts Payable, and Internal Audit in the management and oversight of 1,100+ locations. The locations include both LCG’s owned and leased real estate portfolio. Partner with Portfolio Managers, Corporate Employees (both at Support Central and field operations), third-party consultants/vendors, landlords, and property managers to further the department’s strategic real estate goals.

The job of Real Estate Administrator can be performed in the following states: Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Nebraska, Nevada, New Jersey, New Mexico, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, South Dakota, Texas, Utah, Virginia, Wisconsin, and Wyoming.

 

Essential Functions:

Manage and maintain the Lucernex database, including capture and data entering of all fully executed documents, and communicate new/revised business terms to Accounting, Facilities and Operations if applicable. Maintain hard copies of all lease documents, including any correspondence. Create all user profiles in Lucernex based on job title and responsibilities with consideration to audit parameters. Creating tickets through IT Service Desk for audit purposes. Reporting weekly to internal audit on any changes. Responsible for keying in all charges that are billed from the Landlord or Property Manager.  Responsible for CAM Reconciliations: This includes requesting all backup from the Landlord or Property Manager (tax bills, INS bills, receipts showing all charges billed and paid). Review the Lease to verify Landlord’s invoices for accuracy.  Administer the real estate CAM reconciliation program with the Company’s consultants. Review and authorize payments to consultants and confirm receipt of savings from landlords. Maintain and update CAM savings reports. Manages all tasks related to new vendors/vendor changes: This includes requesting and tracking supporting documents (w9, Deed, Assignment of Rents, Landlord Contact Sheet, ACH Form, bank letter, A/P Supplier Form).  Manage the relationship between our tax appeal vendors and provide requested lease documents, school closures documents, approvals on tax appeals, etc. Manage the relationship with Internal Audit. Quarterly calls with any questions they have regarding our processes, presenting supporting documents on requests throughout the quarter, run requested reports out of Lucernex, etc. Monitor Lease Accountant Mailbox: 500+ emails monthly.  Responsible for the weekly/monthly rent export; working closely with Corporate Accounting to ensure all documents have been keyed in and are accurate for each closing period. Answer all questions that may arise in order to export rent timely. Confirm all financials are complete, accurate, and approved to ensure correct rents are generating and creating the appropriate 842 schedules. Confirming vendor and vendor allocations are correct and approved to ensure rents will go out timely. Partner with other departments, such as Accounting, Tax, and level to make sure accurate financial information (rent payments, lease renewals, amendments and new leases) is being communicated. Coordinate administrative activities and inquiries from landlords such as site inspections, maintenance requests, with SC functional departments and/or field operations. Interpret and provide lease guidance to departments such as Facilities, Risk Management or Asset Management regarding Landlord vs. Tenant responsibilities, as needed. Maintain and update departmental reports such as school watch report card, expiring lease report, tracking report card, supplemental real estate report for closed locations and department Smartsheets. 

 

Minimum Job Qualifications:

Minimum 5 years in lease administration, real estate or related field, knowledge of 842 Lease Accounting Standard would be beneficial. Associate degree required, preferably in Accounting, Finance, Business or Paralegal Studies; Bachelor’s degree preferred.

 

Other Skills and Abilities Qualifications:

Excellent customer service skills with both internal and external customers. Capable of working with frequent interruptions and changing priorities. Effective communication skills, written, verbal and interpersonal. Proficient time management, organizational skills and ability to meet established deadlines. Knowledge of CoStar and/or Lucernex Lease Accounting Software or similar property management system.