Lease Administrator

Department: Lease Administration / Property Management

Reports To: Manager, Lease Administration

Location: Brentwood, TN – In Office

Employment Type: Full-Time

Position Summary

The Lease Administrator plays a key role in supporting HBRE’s clients by maintaining accurate lease records and providing timely, high-quality lease administration services. This position is responsible for managing lease data, abstracting and processing lease documents, tracking critical dates and contractual obligations, and supporting Accounts Receivable, Accounts Payable, Common Area Maintenance (CAM) reconciliations, and portfolio reporting.

The ideal candidate is highly organized, detail-oriented, and analytical, with the ability to thrive in a fast-paced, evolving environment while managing multiple priorities, deadlines, and stakeholder relationships. This individual is comfortable working with complex lease documents and financial information and demonstrates a strong commitment to accuracy, accountability, and client service. Experience in commercial real estate, lease administration, property management, or accounting is preferred.

Essential Duties & Responsibilities

Lease Administration

• Maintain accurate and up-to-date lease records within client lease administration platforms.
• Abstract lease documents and accurately capture lease terms, clauses, financial obligations, and contractual requirements.
• Upload, organize, and maintain lease documents in accordance with established naming conventions and document management standards.
• Establish and maintain lease schedules for rent, operating expenses, escalations, reimbursements, and other contractual obligations.
• Track critical dates, including renewals, expirations, options, and escalations, and ensure timely notifications and follow-up.
• Maintain accurate tenant, landlord, payee, payor, and other relevant contact information.
• Process lease amendments, renewals, assignments, and other lease modifications, updating lease records and related contractual requirements accordingly.
• Maintain Certificates of Insurance (COIs) tracking and coordinate renewal follow-up to support compliance with lease requirements.
• Process lease amendments, renewals, assignments, and other lease modifications, updating lease records and related contractual requirements accordingly.
• Identify and flag discrepancies, missing documentation, and upcoming contractual obligations requiring attention.
• Collaborate with internal transaction management teams and client stakeholders to support accurate and consistent lease administration.
• Identify opportunities for process improvement and maintain high standards of data accuracy and organization.

Financial Services

• Generate and distribute monthly rent invoices and other lease-related billings.
• Prepare tenant statements, monitor outstanding receivables, and coordinate follow-up on delinquent balances.
• Perform monthly account reconciliations and research billing or payment discrepancies.
• Review landlord invoices against lease terms, including base rent, operating expenses, escalations, base years, and expense stops.
• Identify overcharges, missing credits, and other billing exceptions, and coordinate appropriate resolutions.
• Support annual Common Area Maintenance (CAM) reconciliations, lease audits, and related financial reviews.
• Maintain documentation of invoice reviews, reconciliations, audit findings, approvals, and resolutions.

Reporting & Client Support

• Prepare and deliver monthly and quarterly lease administration, Accounts Receivable (AR), Accounts Payable (AP), and financial portfolio reports in accordance with client-defined reporting schedules and requirements.
• Track and report on AR aging, collections, reconciliations, holdovers, and other portfolio metrics.
• Prepare ad hoc reports and analyses to support client requests and portfolio reporting needs.
• Communicate professionally and effectively with clients, tenants, landlords, vendors, and internal HBRE team members.
• Escalate material lease, financial, or compliance issues to the appropriate stakeholders in a timely manner.
• Maintain accurate and timely documentation of work performed, outstanding issues, and follow-up actions.

Qualifications

• 1+ years of experience in lease administration, commercial real estate, property management, accounting, or a related field.
• Strong attention to detail, organizational skills, and commitment to data accuracy.
• Ability to interpret lease terms and apply contractual requirements to lease records and financial obligations.
• Strong analytical, problem-solving, and critical-thinking skills.
• Proficiency in Microsoft Office, particularly Excel.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.
• Ability to work independently while collaborating effectively as part of a team.

Preferred:

• Experience in commercial or healthcare real estate.
• Experience with lease administration software and systems.
• Familiarity with Accounts Receivable (AR), Accounts Payable (AP), Common Area Maintenance (CAM) reconciliations, and lease audits.