Under the direction of the Property Management Supervisor, the Commercial Lease Specialist performs basic administrative data entry and commercial lease processing functions. This person must be detail oriented, accurate and thorough. At the same time, he/she must be able to meet important recurring deadlines. In addition to heavy computer work, there is some interaction with the public over the phone, in person and via email. Therefore, this person must possess good communication skills.
Processing of commercial leases
• Work with strong attention to detail processing cash receipts (cash, checks, ACH payments).
• Accurately verify information on lease and accurately input into Timberline.
• Route all commercial leases for approval and create new lease files.
• Scan in and save all leases, extensions, addendums to server.
• Accurately audit tenant ledgers and mail out monthly delinquency letters, NSF letters, CPI.
Increase letters, Scheduled Increase letters and Open Credit letters
• Mail out monthly rent invoices and other invoices as necessary.
• Update janitorial company with tenant move in and move out information.
Consumers Energy Invoices
• Code all Consumers Energy invoices.
• Prepare for review commercial utilities and bill back tenants as necessary.
• Contact Consumers Energy for refunds and corrections.
Work accurately and timely in order to meet weekly deadlines
• Follow up with tenant phone calls and emails.
• Effectively communicate with Property Manager and Property Management Supervisor regarding corrections.
• Send letters to tenants informing them they need to put utilities in their name.
• Transfer utilities back to our name after tenant move outs.
• Verify utilities have been put in tenant’s name.
Maintenance Work Orders
• Take phone calls and email from commercial tenants with maintenance issues.
• E-Mails work orders to appropriate maintenance technician.
Monthly Rent Rolls
• Print Rent Rolls for Owners each month.
• Print and update Property Manager’s rent roll binder.
Update Tenant Emergency contact list and Tenant Insurance information, monthly insurance letters and follow up.
Cover the front desk during receptionist lunch breaks and time off.