Assistant Lease Manager

About Us

The Save Mart Companies is one of the largest food and drug retailers in California and Nevada. It is home to a number of well-known brands in food retailing. You might have seen our banners that include Save Mart, Lucky, Lucky California and Food Maxx. We also have 4 distribution centers and SMART Refrigerated Transport, a trucking firm that transports dry groceries, frozen foods, ice and novelties to all of The Save Mart Companies stores. We are a locally and family owned business, headquartered in the heart of one of the greatest agricultural areas of our nation - the San Joaquin Valley.

Some of our competitive benefits include: exceptionally generous benefits package (Health, Dental, Vision, Life, 401K), flexible schedule options, Employee Connection (earn fun and valuable prizes!), Life Long Learning - Educational opportunities, Employee Association (discounted and free tuition options, contests, and support services).

We Are Currently Recruiting For The Position Of: ASSISTANT LEASE MANAGER

Location: On-Site & Remote Hybrid Opportunity. Four to six weeks of training on-site in Modesto, then remote hybrid from Dublin, CA or Modesto, CA**

The Assistant Manager, Lease manages company real estate leases and subleases. The position ensures the real estate portfolio decisions align with company goals, needs, and acceptable risk levels. The Assistant Manager will oversee all phases of the lease process, including reviewing and monitoring leases prior to execution and throughout the lease term, monitoring critical lease duties, calculating rental escalations and initiating appropriate action in the event of tenant defaults.

Maintains electronic files and abstracts leases into software program); performs continual lease audits, works with property management to ensure lease compliance, manages security deposits/letters of credit, works with accounting and property management on operating expense reconciliations, rent billings and reviews and audits monthly financial information. This role will manage the commission payment process and assist in leasing due diligence, and work with3rd party lease administrators.

Essential Duties and Key Accountabilities:

• Abstract all new leases entering information into lease administration & accounting system . Enter and manage all lease notes, maintaining critical dates and tickler files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
• Review leases, lease amendments & exhibits & prepare for execution and distribution to proper parties.
• Maintain system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
• Serve as liaison between Landlord, Tenants, Subtenants and Property Managers regarding each party's compliance with all provisions of the lease, CC&Rs, OEA's or similar underlying documents.
• Work with property management to ensure certificates of insurance are current, commencement exhibits are executed, security deposit/LOC and operating expense information is correctly entered in lease & accounting software.
• Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Perform lease file audits and follow up with property management on any related action items.
• Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement. Process all invoices for payment upon obtaining the approval from Asset Management.
• Oversee and track Tenant Improvement allowances and ensure that improvement is being administered properly and within lease guidelines.
• Maintain soft copy files for all floor plans, BOMA calculations and tenant as-builts as requested.
• Manage the due diligence process as it relates to lease documents both for acquisitions & dispositions.
• Prepare and update option exposure information to maintain awareness when granting options for existing stores, new tenants or subtenants.
• Collect and organize information for market surveys, occupancy reports/rent rolls, lease expiration reports, rollover reports, space availability reports, stacking plans and various other reports as requested or necessary for the portfolio.
• Track rental increases and communicate or send any notices that need to be sent to tenants.
• Work with property management to ensure rent and other income are collected in a timely fashion and proper follow up is taken.
• Collaborate with Accounting to ensure other income (cell towers, parking, storage, etc.) is collected in a timely fashion and review lease for compliance.
• Work with Property Management to ensure preparation of delinquency notices and initiation of appropriate action in the event of monetary default.
• Review the tenant move-ins and move-out procedures and ensure lease provisions are followed.
• Partner collaboratively with Accounting and Property Management to audit operating expense billing both estimated prepayments and reconciliation to ensure accuracy.
• Manage hard copy and electronic Master Lease files.
• Assist with negotiations with brokers, developers, attorneys, property owners and landlords
• Conduct field research to analyze market competition, locations, and performance; conduct site due diligence, property inspections, and transaction closing; obtain site plan approvals and building permits
• Follow all safety policies and procedures
• Other duties as assigned

Requirements (Knowledge, Skills and Abilities):

• Ability to strategically manage people as business resources and view them as our most valuable asset
• Strong organizational and planning skills
• Excellent negotiation and communication skills, verbal and written with ability to articulate concepts to various audiences
• Positive attitude and proven experience working as part of a greater team or independently
• Strong lease and property management, financial, and legal acumen
• Experience changing the status quo and creating new, improved ways to get the job done
• Ability to work under pressure and maintain attention to detail with efficiency and accuracy
• Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
• Drafting and review of real estate legal agreements
• Estoppel and Subordination, non-disturbance and attornment agreement drafting and review experience a plus.
• Microsoft, Excel, Word, PowerPoint and Teams experience
• Ability to meet the expectations and requirements of internal and external customers
• Encourages collaboration and fosters a collaborative environment
• Ability to lead and manage change while dealing with ambiguity
• Ability to adapt quickly in a fast-paced, rapidly changing business environment

Education: Bachelor's degree or equivalent experience, preferably licensed with the California Department of Real Estate.

Experience: 2+ years Lease Administration, Legal or other relative experience. Actively licensed by the California Department of Real Estate, broker licensed preferred. 2+ years' experience or managing 3rd party consultants or service providers

Other: Some travel is required

Physical: Reach outward or above shoulder, lift/carry 10 lbs. or less, push/pull 10 lbs. or less, standing, sitting, walking, climbing, crawling, squatting, kneeling, bending, handling, visual demands including close work, auditory demands including phone equipment, and ability to operate a computer

Work Environment: Basic office environment, low noise, and moderate temperatures; or, ability to work remotely, from home or temporary working hotel environment.