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Req Id:  7684

Real Estate Administrative Assistant

*Yardi experience preferred* 


Job Summary/Function:

The primary function of this position is to answer phone calls from Ingles stores concerning maintenance and service issues within the stores and ensuring these issues are addressed by qualified professional contractors. Responsibilities of this position include administering all aspects of Common area Maintenance (CAM), Tax, Insurance, and Percentage Rent for Leased Ingles stores. Post rent and other charges in tenant ledgers; general and mail monthly rent statements; receive and enter tenant payments into the property management accounting system; code tenant payments and prepare deposit; manage tenant delinquencies and defaults; obtain accounting general ledger (G/L) numbers for new tenants and security deposits, enter new leases, renewals and amendments into property management accounting system; provide new tenants with contact information; track tenant move-outs from initial notification through move-out to final billing and/or refund.


Essential Duties and Responsibilities

· Respond to inquiries by contacting appropriate contractors and assigning work order numbers.

· Follow up with contractors and stores to see that repairs are made correctly and in a timely manner.

· Review invoices from contractors.

· Code invoices and submit them for payment.

· Receive and maintain accurate, up-to-date log of CAM, Tax, and Insurance invoices.

· Research and reconcile back-up for Landlord CAM invoices charges.

· Code and submit reviewed invoices for payment.

· Review and prepare Sales Reports for Landlord.

· Receive and post Tenant payments.

· Prepare Deposits & provide A/R Dept. the proper acct. #’s to post the income to in the General Ledger (SAP) & maintain accurate records of same.

· Produce and send accurate monthly Tenant billing statements

· Prepare Annual CAM and Tax reconciliation and billing

· Produce/prepare any necessary reports for Management review

· Set up amended, assigned, renewed and new Tenant Leases in computer and create/update tenant folders/files, entering all necessary information in computer

· Handle any phone calls / questions from Tenants regarding amounts they owe to Ingles Markets, Inc., their billing statements, annual Common Area Maintenance and Tax bills, etc.

· Maintain accurate files for all Current and former Tenants (both in Computer and in Lease files), including copies of all correspondence relating to their lease, their insurance, their billing statements, etc. Have all filing completed monthly, prior to period-end.

· Monitor Tenant sales reports and Percentage Rent payments and keep Percentage Rent spreadsheet up to date.

· Assist with month-end, quarter-end and year-end reconciliations.

· Assist others in Dept. w/filing, phone calls, follow-up, etc. as time permits.

· Observe all company rules and policies.

· Adhere to all local, state and federal health and civil code regulations.

· Perform other duties and assignments as directed.

Nearest Major Market: Asheville