Leasing Administrator in Roanoke, VA at Advance Auto Parts

Date Posted: 12/23/2020

Career Snapshot

Career Description

Job Description


The Leasing Administrator supports all real estate portfolios to assure lease and/or sublease terms specifically related to payments, collections and insurance certificate requirements are satisfied in accordance with the lease requirements.  Responsibilities include effectively monitoring, communicating and tracking lease and sublease requirements to fully comply with the lease by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and other duties as may be assigned.

Payment Processing and Lease Compliance

Analyzes and interprets Lease Agreements and their ancillary documents to ensure proper application/compliance regarding billings and payments and disputes expenses when necessary and tracks savings when appropriate.

Process and track reconciliations related to pass-through expenses payable in accordance with the lease and/or sublease to keep balances current for multiple properties.  Pass-through expenses include tax, common area maintenance and insurance expenses.

Ensure proper documentation is received from landlords to comply with lease terms for pass-through expense payments and reconciliations.

Enter one-time payment transactions in accordance with the lease terms.

Processes Landlord changes for existing leases, including review of change of ownership documents, address changes.

Process all requests for Insurance Certificates by working directly with Advance's insurance broker to provide Insurance Certificates in a timely manner to landlords and lenders.

Tracks and collects all Insurance Certificates from landlord or subtenants as may be required under the lease documents.

Track landlord reimbursements and ensure proper documentation is received from internal partners to support billing.  Prepare letters for collections and/or abatements and send to Landlords.  Collect all reimbursements owed in accordance with the lease or sublease documents in a timely manner and maintain accurate records of collections in data base systems.

Works with internal partners to ensure that proper correspondence is being sent to Landlord's in compliance with Lease.

Collaborate with accounting partners to balance real estate data base records with accounting general ledger.

Maintenance of lease and other related information in the database to ensure complete and accurate lease information for use by Advance.

Timely and accurately prepares and processes estoppels and SNDA’s in accordance with the lease documents.

Communication / Relationship / Dispute Resolution

Composes and prepares routine correspondence, rental notices, and letters, including various agreements as may be required.  Communicate with Landlord/Subtenant on lease related issues.  Provide timely response to all landlord inquiries.

Communicate with other departments to establish procedures and assistance regarding matters that affect more than one area of responsibility.

Create detailed expense analysis of subleased properties, including but not limited to monthly aging reports.

Create and manages all weekly, monthly, and annual reports and distributes to internal team members.  Reports include expense tracking, savings and status reports.

Work with tenants to resolve discrepancies and conflicts relating to rent payments and pass through charges for CAM, real estate taxes and insurance.   Work with Property Administrators, Portfolio Analysts and Legal Department to provide information relating to subtenant delinquencies, default and eviction process.

Communicates directly with internal contacts including, but not limited to, Legal Counsel, Lease and Property Accounting, Accounts Payable, Real Estate, Construction, and Field Team Members among others.

Communicates directly with external contacts including, but not limited to landlords, property managers, attorneys, accounting departments regarding payments and general requests from landlords or other departments.


QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Associate's degree (A. A.) 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 as an Administrative Assistant in a real estate setting.


Ability to read, analyze, and interpret legal documents.  Ability to respond to common inquiries or complaints from customers, landlords, regulatory agencies, or members of the business community.  Ability to write and interpret lease provisions, notices, correspondence that conform to prescribed style and format.  Ability to effectively present information to management, public authorities, customers, other departments and landlord/developers.


Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.


Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions from lease contracts and deal with several abstract and concrete variables.


Advanced user of Microsoft Word and Excel.  Knowledge of database use and query functions required.

PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential