Leasing and Contracts Associate

The Leasing and Contracts Associate is responsible for managing the administrative and communication processes related to long term leases and contracts for short and long term rentals.  He/she is responsible for establishing new accounts, generating revenues, monitors booking pace and books repeat business while keeping quality consistently high. 

 

Responsibilities: Maintain current knowledge of each lease and rental contract, including terms and expiration dates. Maintain accurate and current internal database and hard copy files of all lease and rental contract information. Prepare internal lease and contract documents for new and / or renewal occupancies; coordinates accounts receivables with the Finance Department as necessary. Prepare notices of expiration / renew (when applicable). Prepares lease and rental invoices and tracks payments; notifies Rental Property Manager of any delinquencies. Tracks certificates of insurance for clients / tenants; when necessary prepares correspondence regarding insurance issues (i.e. insufficient coverage). Prepare and distribute memos, notices and other correspondence to internal and external clients and tenants. Approach all encounters with internal and external clients, tenants and employees in an attentive, friendly, courteous and service-oriented manner. Communicate effectively and courteously with internal and external clients, tenants and employees, as needed. Maintain high standards of personal appearance and grooming. Maintain a warm and friendly demeanor at all times. Rental department staff must, at all times, be attentive, friendly, helpful, and courteous to all clients, tenants, managers, and fellow employees. Respond to client and tenants complaints in a timely manner. Keep immediate supervisor fully informed of all problems or matters requiring his/her attention. Set solicitation goals with the Director of Rental Management, and meet or exceed solicitation goals and revenue goals. Re-solicit past accounts, generate new business. Comfortable with managing all types of events including but not limited to meetings, conferences and weddings.   Meet and greet in-house clients upon arrival during working hours, review the course of events and introduce other pertinent staff members (for example:  operations). Ensure work orders are generated, and complete all pertinent correspondence with clients, outside vendors and necessary departments to finalize programs. Maintain current information on and monitor booking trends to produce forecast figures and month-end reports. Handle inquiry calls. Follow through to completion of function (s). Prepare and submit required reports in a timely manner. Comply with weekly and monthly forecasting procedures. Be involved in and/or conduct departmental training. Coordinate all client / tenant maintenance issues with the Building & Services Department.  Follows up on the status of vendor job requisitions.

 

Marginal: Offer and implement innovative ideas, methods and procedures to further streamline the department. Use feedback from customer comment cards to improve service and quality. Attend all meetings/training as required by management. Perform any other duties as requested from management.

 

Required Skills: Minimum AAS degree Mathematical aptitude necessary including knowledge of financial terms. Must be a detail-oriented, self-starter with the demonstrated ability to handle multiple tasks and /or projects and work with a broad range of personnel, from senior staff to outside vendors.  Must be able to convey information and ideas clearly. Must be able to evaluate and select among alternative courses of action quickly and accurately. Must be able to show initiative in job performance, including anticipating what needs to be done before it becomes a necessity. Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by co-workers and guests. Must routinely meet deadlines. Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary. Must have the ability to assimilate complex information, data, etc., from disparate sources and consider, adjust or modify to meet the constraints of the particular need. Individual must be able to work independently as needed. Analytical skills; ability to pay close attention to detail. Proficiency with Word, Excel, Outlook and PowerPoint. Demonstrated judgment and discretion with regard to confidential information. Excellent customer service, organizational, oral and communication skills. FT exempt position; Office schedule:  Saturday and Sunday, work times will vary base on event schedule.   Monday – Wednesday, 9:00 a.m. – 5:00 p.m. 





Ergonomic Requirements:

Requires regular usage of computer which entails repetitive finger, hand and wrist movement; primarily work requires ability to frequently change position from standing, walking, sitting up to 8 hours a day. 

We offer a competitive salary and benefits package.