HarborWalk Village Lease & Office Administrat

Job Title: HarborWalk Villlage Lease & Office Administrator

Reports To: Vice President of HarborWalk Village Operations

Summary: The HarborWalk Village Lease & Office Administrator is responsible for maintaining a standard of excellence in the overall ‘look and feel’ of the HarborWalk Village. This includes but is not limited to cleanliness, financial records, and safety and compliance. This role will include merchant/tenant services, subcontractor project coordination and scheduling, and administrative processes related to liability insurance and employee payroll.

Essential Duties and Responsibilities

Daily Responsibilities include but are not limited to:

• Tenant services to include repair requests and needs.
• Work order review, placement, completion and follow up.
• Walk through of The Village, look for damages, any landscape issues, flags, etc.
• On call with all merchants during office hours
• Inspection of outdoor maintenance shop.
• Daily Deposits – HW LLC, PPH, DMS. (HarborWalk LLC, Pelican Point Harbor, Destin Marina Services)
• Daily Rent Roll entries – HW LLC, PPH, DMS.
• Daily Rent Roll changes – HW LLC, PPH, DMS.
• Daily review and recording of MOD reports for top 20 Merchants.

Weekly responsibilities include but are not limited to:

• Inspection of vacant stores.
• Review of both Marina and Merchant Rent Rolls for liability insurance expirations and to follow up with Merchants or Boat Captains for updated.
• Weekly tracking of Events – Date, Revenue, Count and Average Transaction year over year.
• Weekly review of timecards for contract labor, calculation of time and submission to Agency for processing.
• Weekly review of invoices from vendors to ensure items have arrived and invoices are accurate for payment processing.

Monthly responsibilities include but are not limited to:

• Subcontractor coordination of pressure washing of Village and grease traps cleaning.
• Monthly review and recording of Merchant Sales – HW LLC, PPH, DMS.
• Monthly calculation of Merchant Village Fees – HW LLC, PPH, DMS.
• Monthly review of Merchant Statements – HW LLC, PPH, DMS.
• Monthly review and preparation of AR – HW LLC, PPH, DMS.
• Monthly review, entry and notification to Merchants Gulf Power Bill – HW LLC, PPH, DMS.
• Monthly reminders, attendance and recaps for Merchant Meetings – HW LLC, PPH, DMS.
• Monthly review, calculation, and notification to Merchants on CPI changes – HW LLC, PPH, DMS.
• Monthly reminders to Merchants for Sales reports – HW LLC, PPH, DMS.
• Monthly review and notification for Liability/Liquor Insurance Renewals – HW LLC, PPH, DMS.
• Monthly scheduling of Merchant Meetings.
• Monthly recording of Variable Rents – HW LLC, PPH.

As needed responsibilities included but are not limited to:

• Preparation of new Leases, Kiosk or Slip Agreements.
• Preparation and mailing of Default notices or Amendments to Lease Agreements.
• Onboarding meeting with new Tenants.
• Meet with Merchants regarding any concerns or issues.
• Record all Trade contracts, invoices, and usage.
• Audit FF & E for Restaurants that have left The Village.
• Special projects for Events, Marketing, Accounting, Parking, Security and Outdoor Maintenance (example: run numbers from MOD reports to look at year over year)

Further Detail:

1. DMS

• Record deposits in QB for Slip rent/deliver payments to accounting office.
• Run statements for review.
• Mail statements.

HW LLC

• Record deposits in QB from tenants/deliver payments to accounting office.
• Rent roll changes as rent/village fees/cam/percentage rent.
• Record village fees and percentage rents in QuickBooks.
• Run statements for review.
• Mail statements.

PPH

• Record deposits in QB from tenants/deliver payments to accounting office.
• Rent Roll changes such as rent/villages fees/cam/percentage rent.
• Run statements and review.
• Mail statements.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with confidence. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience Requirements

Minimum of 2 years of hospitality, retail, commercial leasing or related management experience required; High school diploma or general education degree (GED); Florida Notary public preferred.

Knowledge, Skill and Ability Requirements

Knowledge

• Excellent computer skills with proficiency in both Excel and Word processing is an absolute must!
• Prior use of QuickBooks a plus.
• Solid knowledge of Occupational Safety and Health Administration (OSHA) compliant workplace safety practices.
• Excellent communication skills with a demonstrated ability to interact with guests and coworkers in a harmonious manner. Customer service must be a priority.
• Ability to handle multiple operational demands with a high degree of professionalism, operating often with time sensitive deadlines.
• Strong decision-making skills.
• Ability to work a flexible schedule including nights, weekends, and holidays as needed. Advanced notice to be provided.

Key Competencies

Key Competencies include a strong work ethic and attention to detail. Adhering to our Core Values includes being guest-centric, teamwork, respect, pro-active, accountable, learning, and sustainable.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple and/or complex correspondence. Ability to effectively present information in one-on-one and small group situations to guests and/or coworkers.

Mathematical Skills

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

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Qualifications

Availability Open and operational seven days a week. Employees are required to be available to workdays, nights, weekends, and holidays.

License Requirements Valid driver’s license that has been in effect for at least three years, with no major violations and no more than two minor violations in the past three years.

Rules and Regulations All employees must adhere to all safety rules and regulations required by local, State and Federal authorities, wear the appropriate personal protective equipment necessary to perform the job in a safe manner and will follow all safety rules per the Company’s Safety Policy.

Language Skills Must be able to speak, read, write, and comprehend the English language. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee the employee will stand; walk and stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must be able to lift 25 pounds upon occasion. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical environment requires the employee to work mostly inside in temperature-controlled climates, and outside in the heat, and inclement weather upon occasion.