Coordinator, Lease Administration

About the role

As a member of the C&S Wholesale Grocers family of companies, SpartanNash is a food solutions company that delivers the ingredients for a better life. A distributor, wholesaler and retailer with a global supply chain network, SpartanNash distributes grocery and household goods, including fresh produce and the Our Family® portfolio of products, to locations in all 50 states. Our braggingly happy team members - ranging from bakery managers to order selectors; from IT developers to vice presidents of finance; from HR Business Partners to export specialists - create braggingly happy customers spanning national accounts, independent and chain grocers, e-commerce retailers, U.S. military commissaries and exchanges, and the Company's own brick-and-mortar grocery stores, pharmacies and fuel centers. Ready to contribute to the success of our food solutions company? Apply now! Location: 850 76th Street S.W. - Byron Center, Michigan 49315 Position Summary: Responsible to maintain real estate data within company databases (i.e., Rent, CAM, Real Estate Taxes & Insurance) and prepare reports; ensure information and changes are accurately reflected in the various systems/databases (i.e., accounting, real estate/lease); and work with various departments to update information and/or streamline reporting processes as necessary. Here's what you'll do: Review, process and reconcile real estate invoices and payments (i.e., rent, common area maintenance, real estate taxes and insurance). Gather and maintain certificates of insurance, verify endorsements and coverage under Lease Agreements, and ensure accuracy with insurance billings from landlords. Respond to requests for information from internal and external sources in a timely and accurate manner. Maintain electronic and/or hardcopy department files such as real estate contracts, legal documents, operating and maintenance files and related correspondence; scan legal lease documents and required abstract legal documents and maintain department property photos. Monitor the Lease Administration database to track upcoming lease option notices; route key information to management and ensure timely response/decision. Maintain percentage rent compliance documents, gather information to calculate additional rent due to landlord, initiate invoices to tenant(s) if applicable and coordinate payment authorization. Act as a point of contact for distribution and/or retail operations and landlords to resolve maintenance issues. Record, monitor and follow up with maintenance issues (with landlords or internal maintenance or construction department) to ensure timely resolution. Prepare letter of intent of changes regarding alterations, expansions, and improvements and ensure timely landlord/subtenant approval. Work with real estate management, engineering and legal departments as necessary regarding updates, landlord questions/disapproval, etc. Responsible to maintain or ensure completion of tax forms to include: Work with vendors to gather a W-9 as required for Accounting and IRS compliance. Assist in the issuance of W-9/1099's tax information and act as point of contact for real estate information. Prepare appropriate forms related to tax incentives in a timely manner and submit to county/state as required; work with department analysts as necessary. Additional responsibilities may be assigned as needed. Here's what you'll need: Bachelor's Degree (preferred) in Business Administration, Property Management or related field or equivalent combination of education and experience. Two years experience in Lease Administration, Property Management, or business administration preferred. Strong written and verbal communication skills; ability to develop positive working relationships with both internal and external customers. Strong organizational, project management, prioritization and multi-tasking skills. Strong decision-making, problem solving and time management skills. Ability to work under pressure with strict timelines. Proficiency in MS Office (Word, Excel and PowerPoint). Ability to travel up to 10%. Physical Requirements: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. May be required to lift and/or move 20 pounds. The associate is frequently required to sit/stand/walk. While performing the duties of this position, the associate is subject to a typical office environment and is rarely exposed to outside weather conditions. Temperatures may vary for those subject to any of the following areas: computer/server room, print shop, production area). The noise level in the work environment is usually low to moderate but may be high in distribution settings. Travel requirements vary by assignment. As part of our People First culture, SpartanNash is proud