Commercial Lease Administrator

Job Description

Commercial Lease Administrator

The Moinian Group is one of the largest privately held real estate investment companies in the world, pioneering in the development of state-of-the-art, visually distinguished properties.

The Commercial Lease Administrator supports the leasing and property management, and operations teams by managing commercial leases, maintaining tenant relationships, and ensuring smooth transactions across the portfolio. The ideal candidate is highly organized, meticulous, and thrives in a fast-paced, collaborative environment.

Responsibilities

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• Maintain current stack plans, occupancy reports, and suite inventory records to ensure consistency across leasing, property management, accounting, and marketing materials.
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• Assist leasing team with preparation of letters of intent, commission tracking, and deal documentation.
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• Monitor security deposits, letters of credit, and guaranty requirements.
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• Maintain accurate lease data and critical date tracking, while communicating with team members on any missing lease documentation, forms, and/or dates.
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• Uphold internal controls and compliance requirements.
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• Deliver dependable reporting to internal stakeholders.
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• Provide responsive, professional support to tenants and cross-functional partners while continuously improving processes and controls.
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• Review and interpret leases, amendments, and related correspondence and understand key business terms and legal obligations.
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• Maintain complete audit-ready electronic and hard-copy lease files.
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• Use outsourced resources and/or AI to enhance accuracy and efficiency.
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• Work with the business development team by attending and creating broker meetings and events.
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• Ensure all necessary lease documents are received, reviewed, and verify that all information is accurate and fully supported by lease documentation.
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• Establish and maintain standards and quality controls to ensure consistency, completeness, and data integrity across the portfolio (rent escalations, options, notice requirements, insurance, and other key provisions.
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• Track and manage critical reports (options, renewals, terminations, notice periods, rent reviews, expirations, vacancies, commissions, and legal documents).
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• Must be present on-site, with the ability to move throughout the buildings, ensuring effective communication with tenants, staff, and vendors.
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• Position may require performing duties outside of their normal responsibilities.
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• Direct tenant questions to Property Manager, Leasing Manager or Collection Manager.
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• Provide deal tracking spreadsheets and updates weekly, update legal tracker bi-monthly and track vacancies report monthly.
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Qualifications

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• Minimum 3-5 years of experience in commercial lease administration, property management operations, and/or accounting.
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• College degree or equivalent work experience.
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• Strong analytical and critical thinking skills.
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• Must have the ability to interpret and administer complex lease documents.
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• Functional knowledge of the Yardi Commercial module.
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• Strong computer proficiency, including advanced Microsoft Excel, Outlook, and Yardi.
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• Experience with MRI or other real estate management software as a plus.
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• Excellent communication, problem-solving, and organizational skills.
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