Lease AdministratorProperty Manager

POSITION SUMMARY:

Manage and oversee the administration for Fielmann USAs real estate portfolio records including all asset purchase agreements associated with merger & acquisition (M&A) purchases. Ensure compliance accuracy and tracking of financial transactions related to leases. Maintain compliance with all cross-functional lease terms maintain accurate lease records and support financial and operational lease management. Track and maintain all expirations renewal options and other critical dates. Coordinate all facilities work required by landlord.

DUTIES AND RESPONSIBILITIES:

REAL ESTATE PORTFOLIO MANAGEMENT

Serve as liaison between Fielmann USA store banners and landlord to facilitate communication

Review interpret and manage lease agreements to ensure compliance with contractual obligations managing dates and documentation for lease renewals terminations landlord correspondence and other tracking as required

Communicate required lease information and lease obligations with internal business partners and landlords

Maintain file for each property to include lease amendments and other required documents

Maintain leasing software. Ensure accurate and current dates rents rent escalations expirations renewal dates Triple Net (NNN) expenses and points of contact are in lease query

Maintain files and leases for each M&A property

Track and coordinate with the finance department for payment of any hold-back or retention payments for M&A transactions

Work with internal business partners to resolve lease related issues

Conduct Common Area Maintenance (CAM) reconciliations with landlords and work with finance department to align proper payment and/or reimbursements

Verify any monthly changes to payees base rent or NNN charges as part of the monthly rent roll process with accounting

Track lease renewals more than 1 year in advance to provide adequate time for proper negotiations on each individual center

Track tenant improvement allowance reimbursement

Negotiate and draft with legal department assistance Amendments to Lease for improved business terms for existing locations

Assist with research and presentation on special projects

MAINTENANCE COORDINATION

Provide analysis of maintenance expense areas and service provider performance

Serve as liaison for coordinating landlord work for all store banners

Facilities and property management of the Green Bay WI corporate office

Be available on 24-hour call for all emergency issues with centers corporate office and optical lab

LEASE RENEWAL/AMENDMENT NEGOTIATION

Determine strategic direction on lease renewals

Review lease documents for upcoming renewals and identify opportunities for beneficial amendments related to lease language

Negotiate terms for renewals that are in line with pre-approved strategic direction

Route negotiated lease renewals through approval and signature process

Review and approve landlord requests to tenant (e.g. estoppels SNDA and consent requests) and obtain appropriate approvals

MINIMUM KNOWLEDGE EXPERIENCE & SKILLS REQUIREMENTS:

Bachelors degree in business administration or equivalent work experience

5 years experience in financial analysis lease administration or commercial property accounting

Demonstrated understanding of contracts and lease documents

Ability to understand and interpret complex lease terminology

Exceptional analytical problem solving and decision-making skills

Strong planning and organizational skills

Demonstrated ability to act decisively and facilitate and implement ideas and solutions

Strong verbal and written communication skills

Experience with store design and construction

Proficient in Microsoft Office Suite of programs

ESSENTIAL FUNCTIONS & WORK REQUIREMENTS:

Ability to effectively communicate at all levels within the organization through written and two-way verbal communication

Able to sit or stand for extended periods of time

Able to operate various office equipment (e.g. personal computer telephone fax machine copier etc.)

Able to read and write at a high school graduate level

Able to lift 10 to 20 pounds

Able to work normal and/or extended (evenings nights and weekends) office hours to meet established deadlines

Able to travel independently to support Company objectives and personal development

These statements are intended to describe the general nature and level of work performed by teammates assigned to this job classification. They are not intended to be an exhaustive list of all responsibilities duties and skills required.