Manager Finance

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Commercial and Retail Finance Manager - Job Description Position Overview: The Commercial and Retail Finance Manager is responsible for comprehensive financial management of commercial and retail real estate portfolios, including financial planning, analysis, reporting, invoice generation, CAM reconciliations, and budgeting. This role provides strategic financial insight to support business decisions, optimize portfolio performance, and ensure accurate financial operations across property management. Key Responsibilities: Invoice Generation & Accounts Receivable Management Generate and issue monthly tenant invoices for base rent, CAM charges, property taxes, insurance, and other recoverable expenses. Prepare and distribute quarterly or annual CAM estimate bills and reconciliation statements. Process lease escalations, percentage rent calculations, and special billing requirements. Monitor accounts receivable aging and coordinate collection efforts with property management teams. Reconcile tenant payments and resolve billing discrepancies. Maintain accurate tenant billing records and ensure compliance with lease terms. CAM (Common Area Maintenance) Management Administer CAM programs including calculation of tenant pro-rata shares based on lease terms and square footage. Prepare annual CAM budgets and estimate bills for distribution to tenants. Conduct detailed annual CAM reconciliations comparing actual expenses to billed estimates. Generate tenant-specific reconciliation statements showing overages or refunds due. Review and allocate operating expenses to appropriate CAM pools (common area, HVAC, parking, etc.). Ensure compliance with lease-specific CAM provisions, caps, and exclusions. Handle tenant CAM audits and respond to inquiries regarding expense allocations. Track and manage CAM over/under collections and adjust future billings accordingly. Budgeting & Forecasting Lead the annual budgeting process for assigned commercial and retail properties, collaborating with property management teams. Develop detailed operating and capital budgets including revenue projections, operating expenses, CAM recoveries, and capital expenditures. Create quarterly reforecasts reflecting current market conditions, leasing activity, and operational changes. Analyze historical trends and market data to establish realistic budget assumptions. Present budget proposals to senior management and property owners for approval. Monitor budget performance throughout the year and provide variance explanations. Prepare rolling 12-month forecasts to support cash flow planning and strategic decision-making. Financial Planning & Analysis Conduct variance analysis comparing actual performance to budgets, forecasts, and prior periods. Prepare financial models to evaluate investment opportunities, lease transactions, and capital projects. Monitor key performance indicators including NOI, occupancy rates, rent collections, operating expense ratios, and recovery percentages. Analyze lease structures and their financial impact on property cash flow. Identify opportunities to improve revenue collection and expense management. Financial Reporting Prepare monthly, quarterly, and annual financial statements for property portfolios. Generate management reports highlighting financial performance, trends, and actionable insights. Produce owner reports with detailed variance explanations and supporting schedules. Present financial results to senior leadership, property owners, and stakeholders. Track and report on tenant rent rolls, lease expirations, and renewal activity. Ensure timely and accurate reporting in compliance with GAAP and company policies. Property Operations Support Partner with property management teams to optimize revenue and control operating expenses. Review and approve operating expense invoices and code to appropriate accounts. Support vendor contract negotiations by analyzing cost structures and payment terms. Analyze lease agreements for billing requirements, escalations, and recovery provisions. Coordinate with leasing teams on financial aspects of lease negotiations and tenant concessions. Support capital project planning with financial analysis and budget tracking. Team Collaboration Work cross-functionally with asset management, leasing, property management, and corporate finance teams. Mentor junior finance staff on billing processes, CAM procedures, and financial analysis. Build strong relationships with property teams to understand operational drivers of financial performance. Collaborate with accounts payable teams to ensure proper expense coding and allocation. Qualifications: Required: Bachelor's degree in Finance, Accounting, Real Estate, or related field. 5-7 years of progressive finance experience in commercial real estate property management. Strong knowledge of commercial lease structures, CAM calculations, and recovery methodologies. Demonstrated expertise in tenant billing, invoice generation, and accounts receivable management. Proven experience managing annual budgeting and CAM reconciliation processes. Advanced Excel skills including financial modeling, pivot tables, and complex formulas. Proficiency with property management systems (Yardi, MRI, or similar) and accounting software. Understanding of GAAP, real estate accounting principles, and lease accounting standards. Excellent analytical, problem-solving, and attention to detail. Strong written and verbal communication skills for tenant and stakeholder interactions. Ability to manage multiple properties and priorities simultaneously while meeting deadlines. Preferred: CPA, CFA, or relevant professional certification. Experience with both commercial office and retail property types. Knowledge of percentage rent calculations and gross-up provisions. Familiarity with tenant improvement allowances and lease incentive accounting. Experience supporting acquisitions, dispositions, or property transitions. Background in lease administration and critical date tracking. Technical Competencies: Expert knowledge of CAM allocation methodologies and industry best practices. Proficiency in lease abstract interpretation and billing requirement identification. Strong understanding of operating expense categories and allocation principles. Experience with recoverable versus non-recoverable expense classification. Ability to prepare detailed reconciliation schedules and supporting documentation. Knowledge of tenant audit processes and documentation requirements. Core Competencies: Strategic thinking with ability to translate financial data into business insights. Results-oriented with focus on driving portfolio performance and maximizing recoveries. Strong problem-solving abilities and capacity to resolve complex billing issues. Collaborative approach with ability to work effectively across departments. Detail-oriented with commitment to accuracy in financial reporting and tenant billing. Customer service mindset when dealing with tenant inquiries and concerns. Adaptability to changing business needs, lease requirements, and regulatory standards. Working Conditions: Office-based role with potential for hybrid arrangements. May require occasional property site visits. Peak workload during month-end close, quarterly forecasting, annual budgeting (typically Q4), and CAM reconciliation season (typically Q1-Q2). Reporting Structure: This role typically reports to a Director of Finance, Portfolio Controller, or Senior Finance Manager and plays a critical function in bridging financial management with property operations to maximize asset value, ensure accurate tenant billing, and optimize expense recoveries.