Lease Administrator

Job Description

The Lease Administrator is the primary point of contact between tenants and management/ownership who will position themselves as the team expert in lease requirements and analysis and ensuring smooth transactions across the multi-market portfolio. The role requires incredible attention to detail and a self-starter. The ideal candidate is highly organized, meticulous, and thrives in a fast-paced, collaborative environment.

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Responsibilities:

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• Maintain current stack plans, occupancy reports, and suite inventory records to ensure data integrity and consistency across leasing, property management, accounting, and marketing materials.

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• Review and abstract new leases and amendments, input lease data into Yardi, and set up rent, expense pools, escalations, utility charges, and deposit amounts accurately

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• Coordinate new lease packages with the accounting team and manage the setup of lease commencements and terminations

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• Establish and manage critical reports to ensure data-integrity (commencements, options, renewals, terminations, notice periods, rent escalations, expirations, vacancies, commissions, and legal documents). Verify that all information is accurate and fully supported by lease documentation.

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• Track critical lease dates, notice deadlines, and guarantor requirements to avoid missed obligations

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• Memorialize lease commencement dates, coordinate tenant move ins and move outs with the facilities management team, monitor tenants opening for business

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• Collect and organize monthly retail and parking gross sales figures submitted by tenants

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• Perform periodic audits of lease billing to confirm charges are accurate and properly supported

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• Run monthly billback calculations and apply recurring charges and credits

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• Own the CAM, real estate tax, and insurance reconciliation process, including tenant billing and timely year-end delivery

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• Assist with the annual budget cycle by confirming lease terms align with proposed billing

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• Prepare, assemble, and coordinate estoppel certificates, SNDAs, and other tenant documentation as necessary for owner acquisitions, financings and dispositions

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• Partner with property management, accounting, and legal to resolve lease issues and stay ahead of compliance requirements

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• Monitor tenant accounts and ensure timely collection of rent and other receivables. Generate and distribute rent invoices and tenant billing statements.

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• Investigate and resolve billing discrepancies and payment issues. Conduct collection efforts on delinquent accounts and maintain detailed records of collection activities. Coordinating collections, billbacks, and security deposit transactions

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• Monitor security deposits, letters of credit, and guaranty requirements.

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• Review posted payments, credits, and late fees, and keep account reconciliations current per lease terms

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• Prepare default notices and liability exposure summaries for tenants and their guarantors

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Qualifications

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• 5+ years of experience in commercial lease administration

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• Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline

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• Hands-on Yardi experience required, MRI experience as a plus

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• Comfortable juggling competing deadlines and shifting priorities

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• Strong interpersonal and tenant-facing communication skills

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• Analytical, resourceful, and able to work through problems independently

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• Working knowledge of Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP) and Adobe Acrobat

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