Finance Specialist- Real Estate Administration

This position is part of the Sherwin Business Services (SBS) team and plays a key role in the coordination of the Company's retail and non-retail property lease documents. Primary responsibilities include reviewing and distributing legal documents, participate in the Contact Lifecycle Management (CLM) project, and assist in training of new team members. This position has significant interaction with other functional areas, including, SBS General Accounting, BPI, IT, Legal, business real estate executives, landlords, and others, and will be entrusted with high-dollar and high-volume disbursement activities.

Because this role involves access to confidential financial information, the Company has determined that a review of criminal history is necessary to protect the business and its operations and reputation and to provide similar protections for its clients and potential investments.

CORE RESPONSIBILITIES AND TASKS

• Process real estate packages for new/relocated stores and expansion:

  • Verify all items in the real estate package have been received or follow up to ensure packages have been submitted prior to documents being processed for company authorization.

  • Verify submission of W-9 forms through the IRS website and all other forms/information has been received.

  • Review lease copies for completeness and verify conformity of documents received from landlords.

  • Process leases and other documents for execution through Corporate Legal Department.

  • Distribute fully executed documents, electronically file documents and correspondence into the document management systems and organize, purge and assemble lease files on all new, relocated, amended properties.

• Manage lease agreements:

  • Track and facilitate recording of Notices of Lease for U.S. and Canada, ensuring compliance with various state guidelines.

  • Verify requests for insurance certificates from Landlords are in compliance with lease provisions, coordinate with the property insurance management company to ensure efficient distribution to landlords per requirements of lease.

  • Request Landlord insurance certificates and transmit to property insurance management company to ensure compliance to lease requirements.

  • Research, and draft estoppel certificates, correspondence, reports on monthly lease renewals, new/relocated store report and real estate document status and various other documents and reports.

  • Assist with compiling SNDA requests.

• Administer lease amendment agreements with Landlords:

  • Review executed lease amendment agreements for changes.

  • Process for signature and return to Landlord with cover letter after execution.

  • File documents into document management systems and assemble file for abstraction.

• Track and record status of properties in property management system:

  • Update logs used to track and manage various documents through execution process including transmittal to/from Legal.

  • Update shared files by Division related to status of various documents at every stage of execution process.

• Perform administrative duties:

  • Maintain departmental office equipment.

  • Open, match and distribute office mail.

  • Verify and process invoices for payment, order stationery, equipment and supplies as necessary.

  • Handle phone inquiries and, where possible, provide lease data and research lease obligation questions, or transfer to appropriate party.

• Assist in the Contact Lifecycle Management (CLM) project and other upcoming department wide projects.

POSITION REQUIREMENTS

FORMAL EDUCATION:

Required:

• High School Diploma

Preferred:

• Bachelor's degree in Business Administration, Finance or Accounting

KNOWLEDGE & EXPERIENCE:

Required:

• Knowledge of administrative procedures, managing files and records, and other office procedures and terminology

• Knowledge of mathematics and its application

• Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data

Preferred:

• Real Estate/Lease Administration experience
• Legal experience

TECHNICAL/SKILL REQUIREMENTS:

Required:

• Microsoft Office products Word, Excel, and PowerPoint
• Clear and concise communication in verbal and written form
• Ability to arrange information according to specific rule(s)
• Time management

Preferred:

• Oracle Property Manager, Accounts Payable
• OnBase