Development Lease Administrator

Vibe Restaurants is looking for an experienced Development Lease Administrator. The administrator is responsible for tracking lease renewal dates and requirements, ensuring the accuracy of database information, the timeliness of internal reporting, and facilitating the day-to-day management of all real estate, lease, and property management. The ideal candidate will have a history of success managing multiple lease transactions and property management items. They will also thrive in a fast-paced, high-growth environment that focuses on accurate and timely reporting, process improvement, and automation.

Essential Job Functions:

The essential job functions of a restaurant Development Lease Administrator revolve around managing and tracking all aspects of real estate and leases to ensure compliance, accuracy, and efficiency for new and existing restaurant locations.

1. Lease Agreement Management & Compliance

The Lease Administrator is responsible for reviewing and preparing all real estate documents, including new leases and lease renewal agreements. They must ensure that every transaction and document complies with lease requirements and legal standards. This function also involves tracking critical dates, such as lease expiration and renewal deadlines, to ensure timely action and communication with relevant parties.

2. Financial Administration & Reporting

A core function is the financial management of properties. This includes tracking and managing all financial transactions related to leases, such as rent, taxes, and property expenses. The administrator must also review and reconcile invoices to ensure they align with rent forecasts and resolve any discrepancies. This financial oversight is crucial for maintaining accurate records and controlling costs.

3. Real Estate Research & Analysis

The role requires the administrator to research competitive markets to ensure that rental rates, overhead costs, taxes, and depreciation are accurate and in line with market trends. This analytical function helps the company make informed decisions about its real estate portfolio and financial projections.

4. Property Management & Communication

This function involves the day-to-day administration of all real estate and property management matters. The administrator acts as a central point of contact, facilitating communication between internal teams and external landlords or property managers. They are responsible for completing property-related paperwork, supervising deadlines, and ensuring all agreements are executed efficiently.

Responsibilities:

• Ensure each transaction is compliant with lease requirements and the law.
• Review and prepare real estate forms and documents, including new leases and lease renewal documents.
• Complete property paperwork efficiently, ensuring agreements meet due dates, supervising deadlines, and communicating with the appropriate parties.
• Research competitive markets to ensure that rents, overhead costs, depreciation, taxes, and goals are accurate.
• Track and manage financial transactions for properties, such as rent, renewal, tax, and property expenses.
• Identify invoices that match the rent forecast and resolve any exceptions.
• Other ad-hoc projects, as assigned.

Qualifications/Requirements:

• Education & Experience: A high school diploma is required, and a college degree in business, finance, or accounting is preferred. A minimum of 3-5 years of relevant experience in lease administration, lease renewals, and property management is also required.
• Job Specifications:
• Proficiency with computers and software such as Microsoft Office, Word, Excel, PowerPoint, Google Office, and Drop-Box is required.
• Must be able to work both on a team and independently, with the ability to make independent decisions.
• Must possess strong communication, organizational, and negotiation skills to handle simple or complex situations.
• Must be resourceful, results-driven, and able to multitask and prioritize work with a sense of urgency.

Physical Demands:

• Primarily office-based with occasional travel to restaurant locations.
• Ability to work in a fast-paced environment with multiple priorities.
• Occasionally required to lift and carry materials for meetings or events.

Work Environment:

• Hybrid role with a mix of office and remote work.
• Occasional evening or weekend availability.
• Dynamic environment with evolving business and workforce needs.

Disclaimer:

The job description is designed to outline the essential functions, responsibilities, and qualifications of the role. It is not an exhaustive list of duties and may evolve based on business needs.