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Lease Records Adminstrator in Roanoke, VA with Greene Resources

Date Posted: 5/22/2018

Job Snapshot

Job Description

Job Number: 29892

Lease Records Adminstrator

Job Description:

Our client, in Roanoke, VA, is looking for a Lease Records Administrator to add to their team. In this position you will provide competent and reliable support for the company's property information system, maintenance, and monitoring of all original Real Estate Legal contract files, and assure the Real Estate data resource system is maintained to it's best advantage.


  • Control check-out/in process of file distribution, including tracking of files that have been out for extended periods of time

  • Answer, evaluate, and prioritize incoming telephone calls, voicemail, and e-mail requests for property files

  • Maintain computer database for file-related documentation, labels, records, etc.

  • Establish procedures or processes for Real Estate and Construction file maintenance, records retention, file disposal, and file room requirements

  • Implement changes to the filing system when necessary, to protect and maintain all original Real Estate Leases, Contracts, and other important documents

  • Create and update Property Library Procedure Manual as required

  • Perform ongoing and continuing file maintenance, including purging of document duplication within files, sorting documents into approprate files, i.e. legal, miscellaneous, sublease, or construction

  • Receive Real Estate documents and route to internal team members and various vendors to process documents before filing and scanning into property files; includes tracking and reporting of all documents routed to vendors for processing

  • Promptly and accurately file all property-related documentation in accordance with file maintenance guidelines, including Legal documents, modifications to existing Leases, Lease Renewal Letters, SNDAs and Estoppels

  • Maintain files (labeling, rearrangement, etc.) to keep an orderly and clean atmosphere within the file library

  • Conduct revolving audits of file storage to eradicate problems and retrieve any missing files or documents

  • Process daily incoming mail for Lease Administration Department and deliver mail to appropriate person

  • Provide administrative support to the Lease Administration Department to assist with special projects, work overflow, template letters and data entry into Lucernex

  • Track off-site storage of expired files, including file retrieval and disposal

  • Process files destined for permanent storage, maintain storage logs, control file retrieval and return

Education Requirements:

  • Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience

Desired Background/Skills:

  • While performing the duties of this job, the team member is frequently required to sit; use hands to finger, handle, or feel; and talk or hear

  • The employee is also frequently required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl

  • The employee must occasionally lift and/or move up to 30 pounds

  • Specific vision abilities required by this job include close vision

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions


  • Team Player with strong emphasis on accuracy and detail

  • Proficient in Word, Excel, Access, and Outlook; experience with Power Point a plus

  • Ability to handle multiple projects simultaneously to meet specified goals and deadlines

  • Strong organizational skills

  • Strong written and oral communication skills

  • Versatile

  • Possess filing and reasoning skills

  • Ability to operate scanner, copier, fax, and email

  • Ability to work well with others

  • Must possess the ability to read and comprehend simple instructions, short correspondence, and memos

  • Also must have ability to write simple correspondence and effectively present information in one-on-one or small group situations to other team members of the organization

  • Excellent math skills

  • Knowledge of Real Estate Documents

  • Must be able to work in a fast-paced environment

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

  • Ability to compute rate, ration, and percent and to draw and interpret bar graph

Other Information:

  • The working environment surrounding this position consists of a contained room which houses a mobile paper filing system and a computer located within an office environment

  • Shelving is approximately 8 feet tall and approximately 12 feet long

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions


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