Lease Administration Support

JOB TITLE: Lease Administration Support
DEPARTMENT: Lease Administration
REPORTS TO: Lease Administration Supervisor
FLSA STATUS: Non-Exempt
WORK SCHEDULE: Monday - Friday
ABOUT US: Founded in 1959, River Oaks Properties is the largest shopping center developer in the El Paso area. Our strategic investments in rapidly growing, high-traffic areas, commitment to quality construction and proactive style of property management have allowed us to develop an extensive portfolio of more than 190 properties and an unparalleled reputation for excellence. With dedicated teams for construction, accounting, property management, and leasing and a comprehensive approach to property development, we've built long-term investments in the El Paso community and reliable partnerships with local and national businesses.
OBJECTIVE: Will professionally represent River Oaks Properties with the duties outlined below with staff members and the public for the purpose of furthering the business interests of ROP and supporting the efforts of each employee.
PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Maintain items in Lease Admin Inbox by logging receipt and starting the respective Lease Entry Checklist.
• Assist Lease Administration Department: prepare correspondence, scan and upload all legal documents, and send out Welcome Letters to new Tenants.
• Create and maintain all Tenant lease files.
• Manage sensitive and/or highly confidential information (e.g., tenants' credit information, social security numbers, dates of birth, ) and situations (e.g., tenant disputes, company litigation, etc.) in a professional and confidential manner.
• Assist with tracking tenant insurance certificates to ensure coverage is lease compliant.
• Tenant Move-outs: Organize, Scan and archive in Dead files.
• CAM Reconciliations.
  • Prepare Final Reconciliation Packets for all tenants. Scan the packet into the shared drive, prepare a copy to be mailed to the tenant, prepare a copy and file in the tenant's lease file, and prepare a copy for the CAM Reconciliation notebooks.
  • Annual CAM Reconciliation Backup: Run General Ledger Reports and scan, name, and save all CAM expense checks, invoices, and related back-up to provide detailed documentation that is property and/or tenant-specific.

General Duties to include:

• Assist front desk when needed (answer phone & direct calls, enter leads into Leasing Manager, receive payments, greet and direct clients/visitors/vendors per ROP's reception script).
• Other associated tasks as assigned by Management.

Minimum Education & Experience Requirements

• High School Diploma or GED equivalent
• 2 years of work experience in an administrative related position

Minimum Knowledge, Skills & Abilities (KSA)

• Phone & receive etiquette to include:
  • Oral and written skills
  • Office professional attire and grooming
• Interpersonal skills, demonstrating poise, tact, and diplomacy in sensitive and/or confidential situations
• Working knowledge of Windows Office Suite
• Attention to detail
• Time management and organizational skills
• Knowledge of general business practices
• Knowledgeable operation of standard office equipment at a level generally acquired through 2 years related experience

NOTE: Though not a requirement, oral and written Bi-lingual (English/Spanish) skills are helpful.