Senior Lease Administrator, Rent Lead

Senior Lease Admin., Client Lead – RENT

Responsible for managing lease administration functions and implementations, client and vendor relationships, and centralizing and producing schedules, reports, communication plans and process flows 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 thorough understanding of client agreements for assigned accounts, including scope of work, fee structure, billing frequency and payee information, and ensure accurate entry 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, and business reviews.
• 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 mitigation strategies and project manage through solution.
• Oversee and ensure the global team delivers 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 engage all team members to promote a collaborative environment.
• Have a general understanding of AI technology and openness to evolving technology.
• Oversee the abstraction or input of rental obligations related to leases and other important lease information as stipulated by client abstraction standards.
• Provide final QC for abstraction process as required.
• Demonstrate working knowledge of Colliers
  360, dashboards, Work Trac and related tools.
• Confirm and approve monthly client billing and ensure all pass‑through expenses are billed in accordance with contract and internal process.
• Vendor management including review and validation of invoices against lease terms, identify discrepancies and partner with vendors to resolve variances.
• Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant and review caps, base years and non‑standard exclusions.
• Prepare and review lease‑related financial statements, disclosures, reports, and monthly rental payment schedules and reconciliations.
• Produce variance reports comparing budgeted versus actual rent obligations.
• Oversee third‑party utility management payments.
• Track and collaborate on TI allowance disbursements and landlord obligation fulfillment.
• Manage and maintain lease accounting records in accordance with US GAAP (ASC 842) and IFRS 16 within lease management platforms.
• Ensure compliance with lease accounting standards and company policies.
• Track A/R for assigned clients and expedite to appropriate parties.
• Reconcile accounts with outstanding balances and work with landlords and clients to resolve disputes (e.g., landlord ledger reconciliations).
• Assist with internal and external audits.
• 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 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.
• Maintain…