Hybrid: Upon agreement between you and your supervisor, you are entitled to a flexible arrangement where you will be able to split your time between working from the Waltham, MA office and working remotely.

PURPOSE AND SCOPE:

Responsible for the fulfillment of Lease Administration.  Manages the day to day functions including the operation and delivery of lease administration for a Portfolio of 400 locations. Assists with maintenance of Real Estate Database.  Directs day to day activities and mentors the Lease Analyst acting as a resource and providing guidance as necessary.  Provides senior level support and management of the lease administration process.  Addresses the more complex issues and provides specialized reports and data to management for strategic decisions.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Assists in the management of Real Estate leasing portfolios.  Manages the new and existing lease process; reviews and drafts applicable supplemental documentation.

  • Reviews and creates lease abstracts ensuring completeness and accuracy.
  • Drafts amendments, options exercise letters, commencement date memoranda, and termination notices.  Reviews to ensure all details covered and issues addressed.
  • Negotiates amendments and key documents with pertinent landlords and landlord representatives.
• Provides guidance and mentoring to Lease Analysts, as well as training when appropriate. 
• Maintains close communication with the Manager of Lease Administration and other departmental and field management as needed to ensure appropriate notification and resolution of lease and operational related issues.  Researches and resolves complex issues including those escalated by the Lease Analysts. 

• Updates and maintains the Real Estate Database. 

  • Maintains lease/sublease information such as terms, clauses, rental obligations, and critical dates.
  • Monitors, tracks and reports on critical dates in the Real Estate Database to management.  These may include lease expiration dates, security deposit returns from landlords, CAM charges, lease rental increases and lease rental abatement provisions.
  • Ensures landlord billings information is updated and payments are coordinated with Accounts Payable.
  • Maintains image archive of leasing contracts, amendments, and other leasing documents.  
• Approves landlord billings for common area maintenance, insurance, real estate taxes, and other costs to determine proper amount payable based on lease terms.
• Identifies and interprets complex Lease Clauses as needed by internal departments and field staff. Refers to management if necessary. 
• Coordinates with the Accounting Department to ensure new lease and sublease information is properly set up for payment/invoicing and recurring lease payments and increases are properly scheduled.
• Receives reconciliation of operating expenses from landlord, researches expenses, performs audit, and recommends resolutions.
• Works in collaboration with field/corporate management as necessary to recover overcharges.
• Provides quantitative reasoning for variances and specific information to management for consideration in development of projected annual Real Estate budget. Presents the material during formal and informal presentations as needed.
• Performs annual reconciliations comparing current and prior year's expenses and cross-reference operating expenses against lease provisions
• Updates and maintains the Real Estate Database as assigned and maintains leasing files and information.
• Manages multiple projects and coordinates cross-functional teams from accounting, legal, and leasing to resolve complex issues.
• Generates ad hoc and customized reports as needed to enable management make informed strategic decisions.  Assists with Sarbanes Oxley reporting and other requirements.
• Upholds FMCNA policies and procedures and ensures compliance with Sarbanes Oxley, and other applicable Federal, State and local regulations. 
• Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations.  See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and 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 functions.
• Minimal Travel

EDUCATION:

• Bachelor's degree in Real Estate, Accounting, or Business Administration or equivalent relevant experience.

EXPERIENCE AND REQUIRED SKILLS: