Overview

The Lease Administrator is responsible for resolving real estate operational issues for Navy Federal's existing and growing portfolio of Branches, Remote ATMs, and field offices. The Lease Administrator, in conjunction with the Senior Lease Administrator, will be responsible for: 1) managing critical lease, license, and operating agreement documentation, 2) providing accurate interpretation and management of lease, license, and operating agreement documentation, 3) performing substantive research related to NFCU leases to maximize tenant rights and ensure compliance with landlord and tenant obligations, 4) management of all lease, license, operating agreement documentation in the real estate information system, and 5) processing monthly rent payments and reconciling landlord pass-through expenses(NNNs). The position will provide BOFM's support on real estate matters effecting the existing and expanding branch, remote ATM, and office network throughout the World, including on DoD installations.

Responsibilities

• Abstract and set up of all lease documents (new leases, amendments, terminations, assignments, subleases, etc.) and other real estate agreements in FM Systems or other real estate system, for assigned properties (100 to 250 properties).
• Review and interpret legal terminology and lease clauses for all Branch Operations stakeholders consulting with Senior Lease Administrator, Real Estate Project Managers, and General Counsel as necessary
• Calculate and enter necessary billing adjustments for rent, rent increases, CAM, taxes, insurance, and any other landlord pass-through as well as Tenant Improvement credits and other abatements.
• Maintain all relevant lease information including key dates, rent, and critical lease provisions.
• Track critical dates with Real Estate Project Managers
• Process Monthly rent payments for all leased branches, remote ATMs, and small offices
• Coordinate payment of any rent overpayments, shortfalls, and reconciliation credits and/or payments
• Review leases and gather all required Tenant Improvement documentation
• Submit construction documentation packages to landlords; respond to landlord queries as necessary
• Track and process Tenant Improvement payments
• Prepare and submit Annual Financial Plan (AFP) rent and operating expense budget in accordance with Navy Federal lease accounting policy
• Track AFP rent budget to actual rent expenses and document anomalies
• Maintain Real Estate Plan components as assigned by Senior Lease Administrator
• Lease Renewal - rent roll
• Maintain project cost center information
• Prepare and submit quarterly 5300 reporting of outstanding lease obligations to Accounting
• Gather and distribute ad hoc real estate reports
• Route Lease memos for internal approvals
• Coordinate real estate contract execution (lease, sale agreements, etc.) with Procurement, including providing all supporting documentation necessary for execution.
• Enter and maintain FM Systems data for assigned properties
• Maintain landlord, property management, and association information in FM Systems
• Maintain branch region assignments and other divisional information in FM Systems
• Maintain all reporting from FM Systems including working with vendor to refine report queries and formats
• Conduct periodic audits of FM Systems to ensure team compliance with FM Systems data integrity
• Work with system owner to implement system improvements to database and reporting as required by BOFM leadership
• Directly manage the relationship with one or more of the team vendors below: Property Condition Assessments, Property Tax Valuation Disputes, Real Estate Information System, Brokers
• Maintain current CoStar agreement and allocation of team licenses
• Maintain current Tenant Representation and Listing agreements, and process renewals
• Process vendor invoices in P2P; verify validity of charges by reviewing all vendor documentation
• Process paperwork for new and renewal business licenses
• Process payment for all branch, ATM, small office business licenses
• Process and react to Legal Notices, coordinating with Senior Lease Administrator and General Counsel
• Process annual and event Certificate of Insurance documentation as well as ad hoc insurance requests
• Coordinating with Senior Lease Administrator, interact with landlords on document discrepancies
• Respond to queries received to Lease_Admin email alias
• Other projects as assigned including sorting and delivering BOFM mail
• Perform other duties as assigned

Qualifications

• Exposure to lease administration processes and practices
• Exposure to payment processing or account reconciliation
• Ability to interpret complex commercial lease language
• Excellent attention to detail
• Excellent computer skills with an understanding of spreadsheet, word processing, database software and the Internet
• Advanced organizational skills
• Advanced verbal and written communication skills
• Excellent problem solving skills

Desired Qualifications

• Prior experience with using a lease administration database
• Bachelor's Degree in Finance, Business or Accounting

Hours: Monday - Friday, 8:00AM - 4:30PM

Locations: 820 Follin Lane Vienna, Virginia 22180 | 5550 Heritage Oaks Dr. Pensacola, FL 32526 | 141 Security Drive Winchester, VA 22602 | 295 Bendix Rd Suite 250 Virginia Beach, VA 23452 | 4 Concourse Pkwy, Suite #100 Sandy Springs, GA 30328 | 9001 Airport Fwy #925 North Richland Mills, TX 76180 | 11270 St. John's Industrial Pkwy South Jacksonville, FL 32246 | 9999 Willow Creek Road San Diego, CA

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