Lease Administrator

Department: Adventurous Journeys Operations

Location: Nashville, TN (in-office)

ABOUT AJ OPERATIONS

An extension of AJ Capital Partners ("AJCP") founded in 2008, Adventurous Journeys Operations ("AJ Operations") is the in-house management company for AJCP's hospitality, office, residential, entertainment, and retail assets. By leveraging resources across the company, AJ Operations expands upon AJCP's vertically integrated development approach and is responsible for driving operating performance and guest experience through the alignment of branding, real estate, and property operations. Projects managed by AJ Operations include Chief's, an entertainment venue in partnership with Eric Church on Broadway in Nashville, Memoir Residential, a multifamily platform initially launching in Portland, Nashville, and New Orleans, and Hotel 1928 in Waco, TX in partnership with Magnolia by Chip and Joanna Gaines, as well as many other exciting commercial, retail, hospitality, and F&B ventures. AJ Operations will also manage 500,000 square feet of office space and 250,000 square feet of retail upon completion of AJCP's mixed-use project in Wedgewood-Houston Nashville.

Benefits for AJ Operations include medical, dental, vision, and 401(k) plan effective the first of the month after your date of employment, Paid Time Off, and a casual and pet-friendly office.

ABOUT THE ROLE

The Property and Lease Administrator will support and assist the VP, Property Management in managing the financial and operational facets of the portfolio by completing accounting and bookkeeping tasks, lease administration, preparing monthly close-out and financial reports, processing invoices for payment, collecting rent, fees, and other payments, completing bank deposits, and account reconciliations, and using the property management software to record, track, and report on all financial workings of the portfolio. This person will also support our VP, Property Management by acting as backup for events and tenant relations when needed. This role is in-office Monday-Friday, with occasional hours outside of that for events.

WHAT YOU WILL DO

• Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement card, procurement to pay, annual property budgets, Yardi, contract preparation, preparing financial reports and other Accounts Payable and Accounts Receivable duties.
• Read and interpret leases and complete abstracts to ensure accuracy of lease accounting for financial reporting
• Maintain database of lease information and abstracts, including tenant information, amendments, relocations, expirations, and rent information
• Review and post tenant billing adjustments to tenant accounts
• Track and work with leasing and property management teams to obtain required documentation such as delivery letters, rent commencement notices, and permit approval dates
• Interface with and respond to requests from internal departments, such as Accounting, Finance, Leasing, Marketing, and Asset Management on tenant/property information requests
• Provide support in the fiscal management of properties, such as maintenance of A/R and A/P, including coding invoices, operating expense control, and preparing budgets and financial reports
• Provide support with operations issues such as tenant transitions, managing utilities, processing of assignments, collection of tenant sales data, and/or collections
• Assist with daily operations, such as preparing correspondence and reports, resolving routine inquiries, and maintaining databases
• Assist in maintaining good relationships with tenants and vendors
• Support and administration of marketing events, promotions, sponsorships, and collateral management. Liaise between in-bound event requests and internal team members to ensure efficient communication and successful execution.
• Serve as a manager on duty for on-site event management including coordination and presence at all AJCP and tenant related events and programming.
• Operates the property management software (Yardi) and completes transactions by entering all required fields correctly and by completing updates and back-ups to ensure the integrity of the system.
• Support tenant onboarding process and develop strong relationships with existing and future tenants.
• Responsible for aspects of development and maintenance of tenant handbooks, tenant anniversaries, holiday gifts, events, quarterly newsletters, and training meetings or programs for tenants.
• Ensure Certificates of Insurance for tenants and vendors are current.
• Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner.
• Identify and prioritize operational initiatives that can improve quality of operations and decrease costs.
• Additional duties as assigned by the VP, Property Management.

Required

• 3+ years of relevant experience in commercial real estate, property management, or accounting
• 2+ years of working in Yardi software
• Proficient in Microsoft Office
• Meticulous attention to detail and the highest standards for accuracy, timeliness, and precision.
• Ability to clearly and effectively communicate with tenants, vendors, subcontractors, and internal teams regarding property management issues.
• Strong initiative and customer service orientation, with a hospitality mindset and eagerness to engage directly with tenants and other stakeholders.
• Ability to deal effectively with ambiguities and manage multiple projects through completion, often under tight deadlines, with competing priorities and minimal supervision.
• Critical thinker who takes the lead in solving complex problems.
• Strong work ethic with a desire to learn in areas outside of comfort zone.
• Ability to read, comprehend, and interpret standard to moderately complex documents
• Strong verbal and written communication skills

Preferred

• Bachelor's degree
• Previous experience in analyzing and negotiating vendor agreements.
• Experience rapidly growing or setting up new operations.
• Strong knowledge of finance and building operations.