Administrator, Specialty Leasing

Job Location:

Dolphin Mall

PRIMARY PURPOSE: This position serves as the Specialty Leasing department’s administrative support; responsible for collecting and processing all monthly rent, sales and overage rent, processing all lease agreements through Salesforce and to the tenants, maintaining all tenant files, and assisting with lease negotiations and enforcement of mall rules and regulations with all temporary tenants.

PRINCIPAL RESPONSIBILITIES: Entering all Specialty Leasing (SL) lease agreements into the SLIM system and tracking of said agreements.  This includes reviewing, renewing and approving the milestones of lease agreements, keeping milestones current weekly in Salesforce and entering Tenant Open dates in Salesforce. Is responsible for printing, mailing, and receiving tenant execution of lease agreements. Obtains and processes all monthly temporary tenant sales and overage rent; and insures payments are received on time.  Reviews and updates Financial Reports related to rent processing.  This includes weekly review of accounts receivables, reconciliation of tenant accounts/balances, security deposit refunds, rent rolls, etc. Sets up and maintains LL tracking forms, tenant files, certificates of insurance, tenant sales, copies of monthly rent and overage rent payments in an organized manner. Answers telephone and handles incoming calls for the SL department and the Specialty Leasing Manager. Assists with enforcing mall and lease required rules and regulations, initiates lease violation and default letters to SL tenants; collects and deposits late fees and fines and initiates cancellation and termination notifications, where applicable. Assists with SL lease negotiations and renewals and tenant set-ups, as directed. Coordinate all tenant-related functions in order to maintain a quality program.  This includes work orders, signage, tenant set ups, visual merchandising and take downs as directed.

MINIMUM JOB REQUIREMENTS:

Skills, Knowledge and Abilities: Excellent communication skills (telephone, written and interpersonal) Excellent organizational skills Working knowledge of Microsoft Word and Excel, Lotus Notes, Adobe and Internet Software General bookkeeping and accounting skills Ability to understand financial reports and extract information Ability to maintain confidentiality with particular regard to mall and tenant information and company financial information Independent planning, prioritizing and administrative abilities. Diplomacy

Typing 65 – 75 WPM

Required Experience and Education: 3 to 5 years of office administrative experience High School Diploma or equivalent Some college or professional school preferred

Problem Solving Environment: The majority of tasks require independent planning and prioritization. The Specialty Leasing Administrative Assistant must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.