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Lease Administrator

Department: Leasing

Location: Scottsdale, AZ

Job Summary

This position is to assist the Regional Leasing Director (RLD) with all aspects of the RLD’s responsibilities including but not limited to administrative duties. The RLD is responsible for new and renewal leasing, and the Lease Administrator will support the RLD, helping to facilitate all deals.

Key Responsibilities

  • Input the essential deal points (term, rate, escalations, etc.) from the letter of intent (LOI) into MRI and Deal Sheet (Westwood’s lease abstract)
  • Run credit checks
  • Follow up on the collection of due diligence items such as entity (LLC, partnership, corporation) formation documents for tenant and guarantor entities, including the collection of tenant tax returns, bank statements, getting information on tenant’s home (I.e. value, equity) if the tenant has a home
  • Initial review of new and renewal lease agreements to ensure the information and terms match the Deal Sheet
  • Update contact information into MRI/contacts that the RLDs collect when canvassing other centers
  • Prepare listing agreements for 3rd party brokers and perform the on-boarding process
  • Prepare and send exclusive matrix, LOI templates and verify that the appropriate leasing signs are installed
  • Track inventory of ‘For Lease’ signs, including leasing banners, window posters, and street signs
  • Order ‘For Lease’ signs, confirm that leasing signs are up, coordinate clean-up when needed, and replace ‘For Lease’ signs with ‘Professionally Managed Signs’ when the center is 100% leased
  • Update database with information from leasing service providers such as Co-Star, LoopNet, and CDX
  • Monitor RLD phone calls – when RLD is on vacation (or at a showing and not available) forward calls to 3rd party leasing broker if we have one, call prospective tenant back if no 3rd party broker – keep the deal moving, involve VP of Property Management when necessary
  • Show vacancies when the RLD is not available or is conducting another showing
  • Assist with preparation of LOIs
  • Be proficient in leasing related reports in MRI
  • Additional office duties could be required at times specific to each office

Qualifications (Knowledge/Skills/Abilities/Experience)

  • High School diploma or equivalent required; Bachelor’s degree preferred
  • Transactional legal-related experience a plus
  • Leasing experience a plus
  • Excellent listening /communication skills (both oral and written)
  • Proficient in Microsoft Office Suite
  • 3-5 years lease administrative or leasing experience
  • Willing to travel up to 20% of the time (overnight travel may be required)
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