Lease Coordinator

PURPOSE OF THE POSITION

Coordinate and execute all financial lease obligations for company-operated and subleased locations, ensuring the accuracy, compliance, and timeliness of lease-related payments and receivables. This role is critical to safeguarding the financial integrity of the company’s real estate portfolio by ensuring adherence to lease terms, mitigating risk, and supporting cross-functional alignment across Lease Management, Accounting, and Operations.

• Process monthly base rent and additional rent payments with a high degree of accuracy and compliance with lease agreements.
• Generate and issue subtenant billings, ensuring completeness across all billing cycles.
• Proactively track, identify, and resolve missed or incomplete billing periods to minimize revenue leakage.
• Maintain organized and audit-ready documentation supporting all transactions.
• Review and validate percent rent calculations (monthly, quarterly, semi-annual, annual) in accordance with lease terms.
• Ensure timely distribution of reporting to landlords and internal stakeholders.
• Approve and process associated payments and receivables, ensuring alignment with contractual obligations and financial reporting timelines.
• Review and process operating expense adjustments, including CAM, tax, and insurance-related charges.
• Validate accuracy of landlord billings against lease terms and historical trends.
• Coordinate timely payment, credit issuance, and subtenant billing, ensuring financial accuracy and compliance.
• Serve as a primary point of contact for landlord inquiries related to rent, percent rent, and operating expenses.
• Interpret lease language to resolve discrepancies and disputes efficiently.
• Escalate complex or high-risk issues to leadership with clear summaries, supporting data, and recommended actions.
• Manage day-to-day payment issues, including check requests, voids, reissuances, and payment discrepancies.
• Ensure all changes are accurately reflected in lease management and financial systems.
• Support system data integrity by maintaining accurate and up-to-date records across platforms (e.g., CoStar, Oracle, SAP).
• Build and maintain strong relationships with internal partners (Lease Accounting, Fixed Assets, Legal, Sales Tax, Operations) and external stakeholders (landlords, property managers).
• Collaborate to ensure alignment on lease terms, financial obligations, and issue resolution.
• Act as a liaison to streamline communication and improve process efficiency.
• Evaluate miscellaneous landlord charges for accuracy, validity, and lease compliance.
• Partner with Operations and Finance to validate questionable charges and recommend approvals or disputes.
• Support cost containment initiatives by identifying and escalating potential overcharges.
• Review annual reconciliations and escrowed expense true-ups in accordance with lease terms.
• Reconcile variances, ensure proper accounting treatment, and process resulting payments or credits.
• Maintain accurate records within lease management systems to support reporting and audit requirements.
• Provide flexible support for ad hoc projects, portfolio transitions, audits, and process improvements within the Lease Payments function.
• Contribute to continuous improvement initiatives to enhance accuracy, efficiency, and controls.

• High school diploma or GED
• Associate or bachelor’s degree in business, finance, real estate, or related field
• 2+ years of experience in lease administration, financial coordination, accounting support, or real estate operations

• Strong understanding of lease terminology, including base rent, percentage rent, CAM, operating expenses, and escalation clauses.
• Proficiency in Microsoft Excel and Office Suite with ability to analyze and validate financial data.
• Working knowledge of lease and financial systems (CoStar, Oracle, SAP, Yardi, MRI or similar).
• High attention to detail with a focus on accuracy and data integrity.
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Effective written and verbal communication skills, with the ability to interact professionally across all levels.
• Analytical and problem-solving skills with the ability to interpret lease language and resolve issues independently.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• Self-motivated with strong initiative and accountability for end-to-end processes.
• Demonstrated ability to build relationships and influence outcomes across cross-functional teams.