Lease Administrator

The Lease Administrator is responsible for managing lease administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the lease administration team.

• Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters.
• Understand client business objectives, real-estate portfolio strategy, and service expectations.
• Maintain a thorough understanding of client agreements for assigned accounts, including boundaries of scope of work, fee structure, billing frequency and payee information.
• Ensure this information has been correctly entered and maintained as a client contract in Work Trac.
• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
• Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.
• Track, maintain, and communicate all expirations, option exercise dates, and other critical information.
• Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
• Manage client escalations and ensure timely resolution of issues.
• Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.
• Oversee and ensure the global team is delivering services per the client-specific process and contract.
• Participate in presentations to new or existing clients for new business pitches.
• Manage assignments and delegation of database management tasks to global team members.
• Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.
• Prepare and lead with impactful communication and professional presence.
• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
• Maintain a general understanding of AI technology and openness to adapting to the evolution of technology.
• Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.
• Provide final QC for abstraction process as may be required for assigned accounts.
• Demonstrate working knowledge of Colliers
  360, dashboards, Work Trac, etc.
• Confirm and approve monthly client billing.
• Ensure that all pass-through expenses are billed in accordance with contract and internal process.
• Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
• Prepare monthly rental payment schedules.
• Track A/R for assigned clients and elevate to appropriate parties.
• Reconcile accounts with outstanding balances and work with landlords and clients to resolve any disputes.
• Assist with monitoring, reviewing and approving all rent, CAM, operating expense, tax and insurance payments to landlords, including reviewing leases to ensure accuracy of all charges.
• Review and validate Consumer Price Index adjustments as provided in legal documents.
• Maintain file systems, including the data integrity of information contained in the database application used for tracking all tenant and lease-related data.
• Maintain a record of exceptions and resolve within the database.
• Assist transition manager with new account onboarding and transition process for assigned accounts.
• Responsible for maintenance of account process, procedures and playbooks working closely with director to maintain and update as needed, ensuring consistency and compliance with overarching departmental requirements.

• Associate’s or Bachelor’s degree in business, accounting, real-estate, or a related field. Preferred.
• At least three years of relevant experience in the commercial real-estate lease administration industry and/or accounting and property management fields, having worked in either the landlord or tenant sector.
• Working experience with commercial real-estate database applications such as Visual Lease, APEX, Pro Lease, CoStar, Work Trac, Lucernex, Planon, Manhattan, or similar portfolio management database systems.
• Expertise and documented success working on multi-line global accounts with 1,000+ leases and a global account management structure.
• Intermediate proficiency with Microsoft Office tools (Word, PowerPoint, Excel, One Note, etc.).
• Strong independent work ability, preferably remotely, with excellent time-management skills.
• Leadership, collaboration, a drive for service delivery, and high effectiveness in managing both people and tasks.
• Proactive, self-starter, team player, analytical and critical thinker with high attention to detail and follow-through.
• Excellent communication and organization skills,…