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  • 1 month ago

jobs description

At Heritage Grocers Group, how we work is defined by shared values that include absolute integrity, respect, and collaboration. However, it's more than that; it's smart and highly driven people united in purpose to serve one another.

Bring your energy and unique perspective and you'll have the opportunity to grow with us professionally, personally, and financially. You'll be part of a team that... genuinely cares about helping you succeed, and you'll work alongside talented colleagues, while making a difference in our communities.


The Manager, Lease Administration is responsible for managing all lease administration functions to ensure Heritage Grocers Group (HGG) enterprise across all banners and locations continued and uninterrupted operation and compliance with lease-related obligations, including the management and coordination of legal issues, critical dates, and financial obligations, through collaborative and cross functional engagement with operations, landlords, and other corporate players.

The Manager of Lease Administration is responsible for the accurate and timely management and update of data and records, both hard and soft, including lease-related data in all real estate systems. The Manager, Lease Administration ensures that the occupancy cost goals, and budget are met, and properties are managed in a proactive manner to the benefit of the company.


The essential duties and responsibilities of this position include, but are not limited to, the following:
• Monitor key lease provisions and critical dates, including lease term expiration dates, rental increases, percentage rental, CAM chargebacks, renewal notice dates, etc.
• Track key property details, such as contact information, area, location, size, pro-rata share, etc.
• Review all existing leases and prepare/update a lease abstract for each location.
• Update the Lease Database Report which tracks rental rates and current term expiration dates.
• Submit the Rent-CAM Schedule to the Finance Department for monthly payment of rent and applicable operating expenses.
• Provide landlords with store sales information, if required by the Lease, according to the frequency stipulated in the Lease (monthly, quarterly, or annually).
• Update the Percentage Sales report and the Lease Option Renewal Summary report monthly.
• Prepare and send renewal notices timely to ensure notice end dates are met.
• Review and reconcile tenant rent and Common Area Maintenance (CAM) recovery charges.
• Request all pertinent reconciliation data from Landlords and/or their property managers.
• Identify any discrepancies with CAM billing including any overcharges and charges non-applicable to HGG.
• Manage vendors engaged to conduct CAM audits of all locations.
• Request reimbursement from Landlords for CAM overcharges and/or non-applicable charges.
• Work with the Risk Management Department to periodically review insurance coverage and tenant insurance certificates for each property and ensure compliance with lease requests.
• Work with the Accounting Department to ensure that property taxes are paid to the local assessor or reimbursed to landlords in a timely manner.
• Update the Property Taxes Schedule report.
• Monitor all subtenant rent billings and rent collections (rental aging).
• Meet periodically with the property managers to review the status of the subtenant tenancies.
• In conjunction with the property managers, update the surplus leasing and subtenant rent roll report.
• In conjunction with property managers, prepare annual budgets in Excel for each property and present same to Senior Management for review and approval on or before August 31st of each year.
• Proactively seek out projects and keep pressure on deliverables until tasks are met.

• Intermediate knowledge of real estate industry and practices.
• Strong communication (oral and written) skills.
• Time management, organization, and prioritization skills.
• Ability to meet deadlines and multi-task.
• Ability to follow directions and pay attention to details.
• Proficiency with Microsoft Word, Outlook, and PowerPoint.
• Strong proficiency with Microsoft Excel.

• Bachelor's Degree in Business or related field
• Minimum of 5 years of experience in the field of lease administration, preferably within the retail industry.


The physical demands and work conditions below represent those that must be met to successfully perform the essential functions of this job. Some requirements may be modified to accommodate individuals with disabilities:
• While performing the duties of this job, the employee is regularly required to sit, stand, and use the hands to handle objects, tools or controls.
• Successful performance requires vision abilities that include close vision and the ability to adjust focus.
• The work environment is that typical of an office and retail grocery store.


The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.


Pay Scale $72,900-$85,000.

The pay scale above is the salary or hourly wage range that the Company reasonably expects to pay for this position.

Within this range, individual pay is determined by location and other factors including, but not limited to, specific skills, relevant work experience, and relevant education and/or training. This information is provided to applicants in accordance with California Labor Code § 432.3 and state and local minimum wage standards
Ontario CA USA


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