Commercial Lease Administration Manager - New York, NY

Overview Rose Associates is a recognized market leader in multifamily and mixed-use real estate. Based in New York City, we own, develop and operate leading properties in urban markets from Philadelphia to Boston and across all residential asset classes, including market, regulated, workforce and affordable housing. Our dynamic services platform spans development, construction, property and asset management, leasing, marketing and accounting/financial operations. We partner with private owners and institutional investors globally to develop and operate some of the most iconic assets in our markets. We rely on technology and the deep expertise of our team to consistently outperform the market in the operation of more than 30,000 units across some 250 properties in the most challenging housing markets in the country. For the past three years, Rose has been the top-rated manager for resident satisfaction in the United States on the Kingsley Surveys platform (peer group of firms with 10-30,000 units being surveyed). Established in 1925, Rose Associates possesses a century of real estate expertise and an impeccable reputation for excellence and integrity. Today a woman-owned business led by CEO Amy Rose, we are committed to a corporate culture of belonging and inclusion that is widely admired in the industry. As we expand across the Northeast, Rose is providing opportunity for our team members to grow their careers in an environment of respect and support. Join us on the forefront of innovation and growth – Rose Associates is where excitement meets opportunity! Are you ready to join a dynamic and growing team? We are seeking a skilled and proactive Commercial Lease Administration Manager to play a pivotal role in managing leases, ensuring seamless transactions, and contributing to the success of our thriving commercial portfolio. If you flourish in a fast-paced environment, possess exceptional organizational skills, and have a passion for excellence, this is your opportunity to be a key player in our commercial leasing operations. Join us and be part of a company that values innovation, teamwork, and your commitment to excellence in commercial lease administration! Essential Job Functions Maintain accurate lease data and critical date tracking; ensure timely, accurate billing for base rent, escalations, additional rent, CAM, and real estate taxes; uphold internal controls and compliance requirements; deliver dependable reporting to internal stakeholders; and provide responsive, professional support to tenants and cross-functional partners while continuously improving processes and controls. Review and interpret leases, amendments, and related correspondence; abstract key business terms and legal obligations into Yardi and maintain complete, audit-ready electronic and hard-copy lease files. Work with the Acquisitions team on new leases by attending transition meetings, ensuring all necessary documents are received, and verifying that all ETL-transferred lease information is accurate and fully supported by lease documentation. Establish abstraction standards and quality controls to ensure consistency, completeness, and data integrity across the portfolio (rent, escalations, options, notice requirements, insurance, and other key provisions). Supervise a team of three, conduct annual performance reviews, and ensure staff receive ongoing training and professional development. Coordinate renewals, expansions, terminations, and other lease events by partnering with Management, Leasing and Legal; prepare timelines, track approvals, and ensure system updates and notices are executed on time. Review all leases set up and maintain billing terms in Yardi, including base rent, free rent, percentage rent (if applicable), escalations/step-ups, additional rent, utilities, and other recurring and one-time charges; validate commencements and ensure accurate prorations. Research tenant ledgers, resolve billing discrepancies, and coordinate with Accounts Receivable and Property Management on unapplied cash, short pays, disputes, and write-off documentation as needed. Track and manage critical dates (options, renewals, terminations, notice periods, rent reviews, and expirations); proactively notify internal teams, maintain a documented calendar, and ensure timely execution of required actions. Monitor tenant insurance requirements and compliance (including COIs, endorsements, and renewal dates) and coordinate follow-up with Property Management and Risk/Legal as applicable. Must be present on-site, with the ability to move throughout the building, ensuring effective communication with tenants, staff, vendors, and visitors. Position may be required to perform duties outside their normal responsibilities as needed. Qualifications Minimum of seven (7) years of experience in property management operations, procurement, and/or accounting, including at least two (2) years of hands-on experience with Yardi. Proven leadership and/or people-management experience in a real estate, property management, or property operations environment. Prior Commercial experience management preferred. Experience developing standard operating procedures (SOPs), job aids, and training documentation. Strong computer proficiency, including advanced Microsoft Excel skills and proficiency with Yardi (Commercial module preferred). Experience supervising and training staff (preferred). Excellent communication, problem-solving, and organizational skills, with strong attention to detail. Work authorization (required) In addition to base compensation, significant incentive pay and full benefits packages are available. Annual salary range: $115,000 - $125,000