Lease Payables Assistant

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

• Regular and consistent attendance.
• Process and ensure all Vendor Numbers/Address Changes, Accounting Department Codes (AX) are correctly input and updated in the Accruent-Lucernex Software system.
• Assist with the preparation, process, audit and upload the Monthly Rent file to Accounting to pay all property Rents for the company, research and resolve any variances, assist in preparing, processing, auditing and uploading the weekly occupancy expense file to Accounting to pay.
• Assist with the preparation and process monthly, quarterly, semi-annual, and annual Percentage Rent payments and reconciliations for all locations, based on Lease Terms.
• Assist with the preparation of Certified Sales for all calendar year and lease year locations requiring annual sales signed by the Controller of the Company.
• Assist with the preparation of the annual Percentage Rent budget for Accounting.
• Add new locations and input all new Lease Expense Setups, keep Lease Status for all locations current and updated, for example, Active, Pending, M-T-M, etc.
• Assist with abstracting all Leases and Amendments as they are signed and ready for input to the Accruent-Lucernex Software system.
• Assist with tracking Seating Renovation Estimated Dates (Begin and End).
• Develop and Maintain existing Special Tracking List including Renovation Documents monitored on a monthly basis.
• Assist and participate the review process for all new Leases, Amendments, and Letter Agreements after abstracting and/or changes have been made in Accruent-Lucernex with Director Lease payables and Taxes and VP of Property Management on a weekly basis for accuracy and completion.
• Maintain and preserve all financial records related to the above item(s) which support all payments and actions taken with respect to Occupancy costs.
• Assist in researching and responding to both internal and external Audit questions.
• Develop custom reports from Accruent-Lucernex and other software as requested by Property Management, Real Estate and other departments.
• Interact with Accruent-Lucernex representatives, Regal IT department when additional programming is needed or when updates are proposed, determine if the current operating version needs improvement or needs changes in information handling and presentation,
• Interact with Accruent-Lucernex representatives and other Regal Departments, including but not limited to Accounting when additional programming is requested and/or needed.
• Assist as needed with Accounting and Accruent regarding FASB and/or GAPP requirements in the Accruent-Lucernex Software.
• Assist with Implementation of all FASB and/or GAAP updates in Accruent-Lucernex Software.
• Assist with implementation and keep current the Landlord and Tenant Maintenance Responsibilities in Accruent-Lucernex software.
• Work with Accruent-Lucernex and Director Lease payables and Taxes, Vice President, and Director Property Management to develop CAM and Real Estate Tax Reconciliations process through Lucernex software.
• Protect and keep current a company laptop issued as an Emergency back-up to the desktop computers in case of a disaster event.
• Perform other duties and analysis as may be assigned by Department Management.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Recommend one to three years of active use, analysis and management of the Accruent-Lucernex or comparable contemporary software, including the ability to properly read, understand, interpret, and abstract critical information from Leases and other property documents.

Recommend one to three years business experience in the Real Estate or Property Management field.

Must have a strong working knowledge of Real Estate accounting principles, understand financial components of complex property documents such as Leases, Amendments, Easement Documents, Site Plans, Tax Maps, Billing Statements, and Covenants and be able to set up and maintain spreadsheets for multiple purposes.

Professional Skills:

• Self-motivated to produce high quality work.
• Ability to work on own with minimal supervision.
• Excellent listening and communication skills.
• Must be able to handle a variety of tasks simultaneously without sacrificing quality and do so in a timely manner.
• Detail oriented and well organized in file and record keeping.
• Consistently able to meet assigned time frame/deadlines.
• Capable of handling a variety of personalities and attitudes in a professional manner.
• Ability to handle high stress and high-volume environment situations, both in person and by telephone.
• Must be able to establish, meet and maintain calendar deadlines and other required payment deadlines.

Education/Experience:

High school diploma or general education degree (GED), minimum of two years college preferred, intermediate computer skills, especially Microsoft Word and Excel, and recommend 1-3 years database program experience such as Lucernex or another Property Management Software.

Certificates, Licenses, Registrations:

None

Language Ability:

Excellent reading and comprehension skills.

Excellent oral and written communication skills are essential.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent, and to develop and interpret charts.

Reasoning Ability:

Must be able to identify and resolve discrepancies, obtain supporting paperwork as necessary and evaluate amounts submitted for payment for accuracy and reasonableness.

Strong ability to gather facts, read, interpret and understand Commercial Lease Documents, evaluate findings and resolve issues, sometimes involving conflicting sets of data.

Must be able to recognize when more information is needed/required and seek advice and guidance. 

Be willing to participate in joint efforts with other Department staff to accomplish/resolve complex issues and tasks.

Computer Skills:

Excellent computer skills, especially Outlook, Microsoft Word, Excel, Database software and other common office software programs. Ability to create and interpret complex Excel Spreadsheets.

Supervisory Responsibilities:     

Leads and directs the work of others.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the environment is moderate.             

Physical Demands:                                    

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to stand, walk, sit, use hands and fingers to handle, or feel, reach with hands and arms, talk and hear, use computer, telephone, fax and copier equipment.

Must be able to occasionally lift up to 25 pounds, able to retrieve files from the main Lease files.

Must be able to read computer screens and review paper files for extended periods of time.