Lease Administrator

Make your next move an expert one.

At Colliers it's not our success that sets us apart, it's how we achieve it. Our people are passionate, take ownership and always do what's right for our clients, people and communities.

Our enterprising environment needs your expertise to facilitate Colliers' continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

*** This is a Remote working arrangement out of Various locations listed.***

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. The focus within this role will be small to midsized accounts and/or under a global account management structure

• 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 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 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.

• 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. Responsible for ensuring 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 insure 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…