Lease Administrator, Retail
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About The Position
The Retail Lease Administrator at Brookfield Properties plays a crucial role in overseeing retail leases across the company's multifamily property portfolio. This position is responsible for ensuring the accuracy of lease data, issuing rent statements, reconciling Common Area Maintenance (CAM) and tax expenses, billing utilities, and providing exceptional customer service to both business partners and tenants. The Retail Lease Administrator manages the entire lifecycle of retail lease administration, from lease inception to expiration, which is essential for building strong tenant relationships and maximizing retail revenue. In this role, the administrator will be tasked with administering leases for managed retail properties, ensuring that billing aligns with the terms outlined in the Tenant Leases. This includes preparing rent statements and tenant invoices, sending these statements to retail tenants, and preparing CAM and tax reconciliations. The administrator will also calculate monthly accruals, track sales, and calculate percentage rent. Additionally, the role involves reviewing new leases and entering lease data into the Yardi system, which is a critical component of the lease administration process. The Retail Lease Administrator will also manage internal inquiries from analysts, Asset Managers, and on-site partners, as well as external inquiries from lenders and tenants. This includes resolving tenant billing disputes and audits, corresponding with tenants as needed, and sending tenant default notices for minor lease infractions. In cases of serious infractions, the administrator will forward tenant account information to attorneys for default proceedings. Daily responsibilities include recording bank deposits and checks, reconciling payments and customer accounts, and strengthening relationships with tenants by communicating about past due balances. The administrator will respond to customer inquiries regarding billing and will also be involved in ad hoc and special projects in support of the Retail Department VP and Directors. Maintaining the department's file storage drive is another key responsibility, which includes posting leases, correspondence, plans, and broker agreements to a central drive, tracking Certificates of Insurance (COIs), letters of credit, and security deposits, as well as collecting documentation for Tenant Improvement Allowance requests. The administrator will also manage a monthly retail report to keep track of performance and compliance.
