Lease Records Administrator in Roanoke, VA at Advance Auto Parts

Date Posted: 6/13/2018

Job Snapshot

Job Description

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age national origin, religion, sexual orientation, gender identity, status as a veteran and basis of disability or any other federal, state or local protected class:

SUMMARY

Provide competent and reliable support for the company's property information system, maintenance and monitoring of all original Real Estate Legal contract files, and assure the Real Estate data resource system is maintained to its best advantage.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Control check-out/in process of file distribution, including tracking of files that have been out for extended periods of time.
  • Answer, evaluate, and prioritize incoming telephone calls, voicemail, and e-mail requests for property files.
  • Maintain computer database for file-related documentation, labels, records, etc.
  • Establish procedures or processes for Real Estate and Construction file maintenance, records retention, file disposal, and file room requirements.
  • Implement changes to the filing system when necessary, to protect and maintain all original Real Estate Leases, Contracts, and other important documents.
  • Create and Update Property Library Procedure Manual as required.
  • Perform ongoing and continuing file maintenance, including purging of document duplication within files, sorting documents into appropriate files, i.e. legal, miscellaneous, sublease or construction.
  • Receive Real Estate documents and route to internal team members and various vendors to process documents before filing and scanning into property files; includes tracking and reporting of all documents routed to vendors for processing.
  • Promptly and accurately file all property-related documentation in accordance with file maintenance guidelines, including Legal documents, modifications to existing Leases, Lease Renewal Letters, SNDAs and Estoppels.
  • Maintain files (labeling, rearrangement, etc.) to keep an orderly and clean atmosphere within the file library.
  • Conduct revolving audits of file storage to eradicate problems and retrieve any missing files or documents.
  • Process daily incoming mail for Lease Administration Department and deliver mail to appropriate person.
  • Provide administrative support to the Lease Administration Department to assist with special projects, work overflow, template letters and data entry into Lucernex.
  • Track off-site storage of expired files, including file retrieval and disposal. 
  • Process files destined for permanent storage, maintain storage logs, control file retrieval and return.
  • Other tasks and special projects as assigned.

 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

Job Requirements

  • Team Player with strong emphasis on accuracy and detail
  • Proficient in Word, Excel, Access, and Outlook; experience with Power Point a plus
  • Ability to handle multiple projects simultaneously to meet specified goals and deadlines
  • Strong organizational skills
  • Strong written and oral communication skills
  • Versatile
  • Possess filing and reasoning skills
  • Ability to operate scanner, copier, fax, and email
  • Ability to work well with others
  • Excellent math skills
  • Knowledge of Real Estate Documents
  • Must be able to work in a fast-paced environment

 EDUCATION and/or EXPERIENCE

Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age national origin, religion, sexual orientation, gender identity, status as a veteran and basis of disability or any other federal, state or local protected class.