Lease Administrator

The Lease Administrator is responsible for managing and overseeing the lifecycle of lease agreements for properties and assets within the organization. This role ensures that all lease contracts are accurately maintained, critical dates are monitored, and financial obligations are met. The Lease Administrator works closely with legal, finance, and property management teams to ensure compliance, mitigate risks, and support the efficient operation of the organization’s lease portfolio.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

• Review and interpret lease agreements, ensuring compliance with terms and conditions.
• Maintain up-to-date lease files within a centralized database, ensuring all documentation, critical dates and other lease related materials are accurately recorded and logically organized.
• Track key lease dates (e.g., renewal, termination, rent increases, and option periods).
• Ensure accurate documentation of lease terms, including rent schedules, escalations, and service charges.
• Identify potential risks related to lease terms and work with legal and senior management teams to address them. Provide recommendations for lease improvements or adjustments based on current market conditions.
• Ensure that all lease-related documentation is properly filed, both physically and electronically, for future reference and auditing purposes.
• Prepare summaries and abstracts of lease documents, highlighting critical information such as lease term, rent payment schedules, and special clauses.
• Manage relationships with external service providers, including property management firms and contractors.
• Serve as the primary point of contact for tenants and landlords regarding lease administration issues.
• Oversee the billing and collection of all Rent and Additional Rents, including not limited to Base Rent, Operating Expenses (CAM, Real Estate Tax & Insurance, etc.), CPI Adjustments, and Direct Tenant Billings.
• Prepare and distribute monthly or quarterly reports on lease payment status and upcoming payment deadlines.
• Work closely with the accounting department to ensure accurate invoicing and payment processing.
• Prepare periodic reports on lease portfolio performance, including upcoming expirations, renewals, and vacancies between internal and external parties
• Review client invoices in conjunction with lease requirements and collect proper supporting back-up documentation from landlords/billing authorities and confirm all calculations are correct
• Conduct and prepare desktop audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, interpret, and analyze all charges for accuracy, in accordance with lease documents. Directly responsible for dispute resolution with landlord for any identified discrepancies

QUALIFICATIONS

• Bachelor’s degree in business administration, Real Estate, Finance, or a related field (preferred).
• 2-4 years of experience in lease administration, real estate management, or a related field.

Skills

• Strong knowledge of lease terms, lease documentation, and real estate industry practices.
• Proficiency in lease management software such as Yardi, MS Office Suite (Excel, Word, Outlook), and general office equipment.
• Excellent organizational skills and attention to detail.
• Strong communication and negotiation skills.
• Ability to manage multiple priorities and work under deadlines.