PROPERTY AND LEASING ASSISTANT
Reports to: Property and Leasing Manager
Department: Property Management
Summary of Position
Working under the direction of the Property & Leasing Manager this position is responsible for drafting commercial leases, maintaining the leasing files and database, monitoring leases for compliance and serving in a support capacity to Property and Leasing Department.
Prepare short term leases (month-to-month) and provide to Property & Leasing Manager for review.
Set up new leases in database, notify Accounting of new leases for billing.
Maintain all data and original documents relative to property lease agreement in correct filing and coding sequence.
Assist department with accepting and review of credit applications of prospective tenants.
Monitor and maintain “Work-In Progress” files for leases in negotiation.
Prepare documentation to tenant with initial term sheet.
Maintain up-to-date database file on all leases. Extracts information upon request.
Assist Residential Property & Leasing Coordinator with filing of leases, as needed.
Work with Property and Leasing Manager to prepare monthly status report on any pending actions, board aging reports, monthly statement and deposit reports, apartment and mini-storage report and waitlist.
Assist with providing regular monitoring and special reports of the following for all commercial and short-term leases:
Certificates of Insurance Taxes (annual)
Rent Escalation (monthly) Lease Options/Renewals
Expiration Date Timely payment of rent
Maintain calendar of impending rent escalation, lease options, and lease expirations requiring attention and communicate to Property and Leasing Manager.
Prepare notification to Accounting of rate escalations and other charges to be assessed. Assist with research of leases and historical property records upon request.
Support department with drafting of letters, as necessary, to all tenants’ (Residential, Commercial and Storage) not in compliance and ensure that default procedures outlined in the leases are followed.
Serve as an additional contact person for tenant assistance (apartments and residential) and requests for service and coordinate with Operations Manager for necessary repairs.
Assist with residential lease termination, identifying damages and notifying A/R of impending charges and/or deposit refunds.
Maintain up to date database file on property, including those available for lease.
Assist Property & Leasing Manager with marketing of available properties.
High School Diploma
Knowledge, Skills, and Abilities Required
Demonstrated administrative skills, typing, and filing.
Knowledge of property and leasing procedures, legal procedures, and of Ounalashka Corporation is preferred but not required.
Computer knowledge required: Word processing, excel, access and ability to learn Solomon and other software programs.
Must have ability to pay close attention to detail and excellent follow-up procedural skills.
Must have good communication and public relations skills.
Must have or have the ability to obtain and retain a valid Alaska Driver’s License before starting work as well as possess and maintain a good driving record free of any DUI or other major driving infractions.
Must be capable of performing data entry for up to four continuous hours.
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