Commercial Lease Administrator/Financial Services Specialist (Finance)

Job Title : Commercial Lease Administrator / Business Financial Services Specialist

Location: Norfolk, VA (In-office role)

Job Summary :

We are seeking an experienced and detail-oriented individual to join our team in Norfolk as a Commercial Lease Administrator / Business Financial Services Specialist.

This in-person position will involve managing accounting functions and lease administration tasks for commercial properties. The ideal candidate will have a solid background in financial services and lease management, with the ability to handle a variety of responsibilities such as accounts payable and receivable, tenant/vendor communications, lease tracking, and budget support.

Primary Duties :

• Accounts Payable & Receivable : Process daily accounts payable and receivable transactions for assigned properties.
• Vendor and Tenant Relationship Management : Maintain strong and effective relationships with vendors and tenants, addressing inquiries and resolving issues promptly.
• Lease & Financial Data Management : Track and maintain key data related to rental increases, insurance certificates, lease renewals/expirations, gross sales, percentage rents, and key lease dates using MRI software.
• Special Billings Oversight : Manage and oversee commercial special billings including meter readings, use & occupancy tax billings, work orders, and insurance/tax reimbursements.
• Tenant Correspondence : Prepare and review correspondence with tenants, including late payment notices, rent increase notifications, and commencement date agreements.
• Lease Documentation & Compliance : Assist with SNDA/Estoppel processes by creating, distributing, tracking, and collecting necessary documents.
• Financial Reporting : Assist in the preparation of monthly financial reports, including stacking plans, occupancy reports, cash management, accrual workbooks, and variance analysis for the General Manager.
• CAM Reconciliations & Audits : Calculate Common Area Maintenance (CAM) costs, including monthly estimates, year-end true-ups, CPI escalations, and operating expense audits.
• Reforecasting & Budgeting : Collaborate with General Manager on income and expense projections.
• Letters of Credit Management : Track and manage tenant letters of credit for compliance, process drawdowns, and transfers.
• Account Audits & Reconciliation : Perform tenant account audits and provide accounts receivable documentation; resolve bank reconciliation discrepancies.
• Lender Reserve Draws : Calculate and process lender reserve draw requests and ensure proper documentation.
• Special Projects : Take on additional tasks and projects as assigned by management.

Education Requirements :

• Bachelor's degree in Finance, Accounting, or a related field, or equivalent professional experience.

Experience Requirements :

• 3-5 years of experience in commercial lease administration and accounting, with hands-on experience abstracting lease terms, options, and calculating CAM reconciliations.
• 2-3 years of experience in managing lender reserve draws and Tenant Improvement Allowances.
• Proficiency in Microsoft Office Suite, particularly advanced Excel skills.
• Experience with MRI, YARDI, or similar accounting software is preferred.
• Strong ability to learn and utilize accounting and lease management software.
• Exceptional organizational and analytical skills, with attention to detail and the ability to manage large volumes of data accurately.
• Excellent written and verbal communication skills, including the ability to draft clear, professional tenant correspondence.
• Ability to work independently and collaborate within a team, managing competing priorities and meeting deadlines.

Certificates, Licenses, Registrations :

• Valid driver's license required.

If you have the required experience and are ready to contribute within a dynamic commercial property management team, we encourage you to apply!

WHAT WE OFFER:

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions
• Paid Personal Time & Holidays
• Flexible Spending Accounts
• Free Long-Term Disability
• Free Life Insurance
• Short Term Disability
• Health Savings Account with Employer Contributions
• Wellness Perks
• FinFit Health Finance Program
• Employee Apartment Discount
• Employee Referral Program
• Employee Recognition & Awards
• Employee Assistance Program
• Volunteer & Community Service Opportunities
• Tuition Reimbursement

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Veteran Friendly

This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered.

Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.