Lease Analyst in Parsippany-Troy Hills, NJ at Securitas Security Services USA

Date Posted: 4/29/2022

Job Snapshot

Job Description

JOB SUMMARY: 

The Lease Analyst will be responsible for providing administrative support, coordination, and the full scope of lease administration services for the Securitas Real Estate Operations Department. The Real Estate Operations Department provides comprehensive knowledge and access to data across the portfolio that enables operational management to make strategic real estate decisions that support and enhance their core business.

ESSENTIAL FUNCTIONS
• The functions listed describe the business purpose of this job or position.  Specific duties or tasks may vary and be documented separately.  An associate might or might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
• All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Associates are held accountable for successful job performance.  Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
• In performing functions, duties or tasks, associates are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations.  Associates are required to notify superiors upon becoming aware of unsafe working conditions.
• All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, associates are required to request clarification or explanations from superiors or authorized company representatives.

RESPONSIBILITIES:
• Regular effective communication with Lease Transaction Managers, Project Coordinator, Real Estate Coordinator, Lead Analyst/Lease Specialist, brokers, attorneys, landlords, contractors, vendors, and company executives or personnel.
• Timely review, process, and distribute certificates of insurance prior to move in and reissue certificates as required.
• Process construction, utility, and supplemental invoices for payment in the lease administration system or financial system Oracle and provide information to Finance/Accounting in accordance with company and department policies.
• Responsible to data enter lease information, timely process rent payments and challenge according to lease terms, determine account coding, calculate various types of financial lease analysis, facilitate accounting standards/company policy, identify/notify company personnel of negative invoicing or unbilled expenses to enable cash reserves or provide budget notices, and manage the portfolio’s real estate agreements in the lease administration system. 
• Review, audit, analyze, and process lease related rent, reconciliation statements, and invoices for accuracy and lease compliance, and facilitate the resolution of rent and other landlord/tenant issues.
• Provide lease and contract administration by interpreting commercial lease documents (leases, amendments, subleases), abstracting, setting up check and ACH vendors, and analysis to reduce operating costs to industry leading benchmarks. 
• Manage subtenant accounts through billing, collections of third-party tenant rents, and maintenance of subtenant ledgers.
• Review, revise, process, scan and upload to lease administration system all estoppel certificates and SNDAs received from landlords for lease compliance, receipt of lease incentives, payment or receipt of all rent and additional rent, and flag for field management issues and critical lease terms.
• Review charges hitting occupancy-related GL and balance sheet accounts including rent, prepaid rent and security deposits.
• Review and monitor any reserve or restructuring accounts relative to surplus properties.
• Assist in the onboarding and setup of acquired real estate holdings.
• Coordinate, review, and notify accounting of all critical lease dates, rent schedules, rent allocations, tenant improvements, lease incentives, and calculation of total lease cash so that Finance may appropriately complete necessary accruals, journal entries, cost transfers, and amortizations of lease costs on a monthly, quarterly, and annual basis.  
• Support the department lease administration email account, physical mail, file management, and document retention program.
• Create and manage word documents, spreadsheets, power point presentations, and other routine, annual, or ad hoc reporting to support Securitas.
• Complete special projects as assigned by REO Director.

MINIMUM QUALIFICATIONS AT ENTRY
Additional qualifications may be specified and receive preference, depending upon the nature of the position.

Education/Experience:  
• High School Diploma or equivalent required.   Accounting or Finance experience or degree a plus.
• Must have minimum of three years commercial real estate lease administration experience. 
• Rent administration background essential.
• Knowledge of Oracle, Adobe Acrobat, and/or database management a big plus. 

Note: Internal candidates with no prior commercial real estate lease administration experience may be considered if they meet with following qualifications: (i) demonstrated data entry and database management background; (ii) proficiency with Word and Excel; and (iii) one who is inherently a “quick study” with a sincere interest in learning commercial real estate lease administration. 

Competencies (as demonstrated through experience, training, and/or testing):
• Strong writing skills. 
• Demonstrated advanced skills with Microsoft Word, PowerPoint, and Excel spreadsheet applications and analysis.
• This position must actively administer real estate holdings of the Company with efficient use of time and effort.
• Effective project management skills and must be able to work on multiple projects concurrently.
• Excellent communication skills.
• Strong customer service and results orientation.
• Instills trust and ensures accountability.
• Action oriented and resilient. Demonstrated energy, drive, determination and persistence to achieve goals.
• Interpersonal and organizational savvy. Ability to interact effectively at all levels and across diverse cultures.
• Situational adaptability.
• Critical thinking skills.
 
Working Conditions and Physical/Mental Demands
With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all essential functions described.  In addition to other demands, the demands of the job include:
 
• Maintaining composure in dealing with executives, clients, prospects, and staff, in group settings and in situations requiring high performance and results.
• Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey.
• Handling and being exposed to sensitive and confidential information.
• Required ability to handle multiple tasks concurrently.
• Prolonged and repetitive data entry
• Regular talking and hearing.
• Close vision, distance vision, and ability to adjust focus.
• Regular computer usage.
• Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds.
• Work primarily performed in an office environment.
• No business travel anticipated.
 



EOE M/F/Vets/Disabilities