Real Estate Administrative Assistant

The Company

Ingles Markets began in 1963 as a single supermarket and has since grown into a regional grocery store chain with just under 200 retail locations operating in 6 southeastern states, a 1.6-million-square foot distribution center, two truck fleets, and a milk processing plant. Ingles Markets’ headquarters and distribution center are located just 15 minutes outside of Asheville, NC in the town of Black Mountain.

The Team

We are a lean team that services 27,000 employees across 6 states. We work hard as a collective to ensure everything is accomplished, even if it is not in our job description. While we do take things seriously, we like to have fun while we are doing it, so we can create the most impact and difference in our community.

The Position

The Real Estate Administrative Assistant is responsible for responding to communications from retail stores concerning maintenance and service issues within the stores and ensuring qualified professional contractors address these issues. They also administer all aspects of Common Area Maintenance (CAM), Tax, Insurance, and Percentage Rent for leased Ingles stores.

Key Responsibilities:

• Respond to inquiries by contacting appropriate contractors and assigning work order numbers.
• Follow up with contractors and stores to see that repairs are made correctly and promptly.
• Review, code, and submit invoices from contractors for payment.
• Receive and maintain an accurate, up-to-date log of CAM, Tax, and Insurance invoices.
• Research and reconcile back-up for Landlord CAM invoices charges.
• Code and submit reviewed invoices for payment.
• Review and prepare Sales Reports for the Landlord.
• Prepare deposits and provide the A/R Dept. with the proper account. #’s to post the income to in the General Ledger (SAP) & maintain accurate records of the same.
• Produce and send accurate monthly Tenant billing statements.
• Receive and post Tenant payments.
• Prepare Annual CAM, tax reconciliation, and billing.
• Produce/prepare any necessary reports for Management review.
• Set up amended, assigned, renewed, and new Tenant Leases in the computer and create/update tenant folders/files, entering all necessary information in the computer.
• Handle financial-related questions from tenants.
• Maintain accurate files for all current and former Tenants.
• Monitor Tenant sales reports and Percentage Rent payments, and keep the Percentage Rent spreadsheet up to date.
• Assist with month-end, quarter-end, and year-end reconciliations.
• Assist others in the department with filing, phone calls, follow-up, etc., as time permits.
• Observe all company rules and policies.
• Adhere to all local, state, and federal health and civil code regulations.
• Perform other duties and assignments as directed.

The Ideal Candidate:

• A High School Diploma or equivalent is required. A bachelor’s degree in accounting or related field is preferred. Relevant work experience may be substituted for a degree.
• 1-3 years of experience in Real Estate/Property Management or a comparable field is preferred.
• A valid NC Notary Public preferred.
• General accounting knowledge.
• Experience with systems such as SuccessFactors and Workforce Central.
• Proficient computer skills (Microsoft Office suite, email, voicemail, internet/intranet, etc.)
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills are required.
• Strong interpersonal skills, able to work both independently and as part of a team.
• Must be flexible and able to adapt to changing needs, especially during times of high volume and/or stress.