Commercial Real Estate Lease Administrator

Position Overview

The candidate will work closely with the Leasing Transaction Manager in performing acquisition and ongoing lease administration functions. The responsibilities will include review of leases and estoppels during acquisition due diligence, confirming terms and obligations.  The Lease Administrator will also review of operating expense reimbursement calculations and setup in a timely fashion to assist the Accounting Department and ensure accuracy.  This position requires an individual who is organized and pays close attention to detail.

Essential Job Responsibilities

  • Abstract, verify, and input lease terms for new leases and lease renewals in Yardi (accounting general ledger system) and Hightower (lease tracking software)
  • Track, maintain, and communicate all lease expirations, option exercise dates, and other critical information to the assigned Asset Manager
  • Review operating expense recovery clauses and calculate actual recovery expenses for each tenant per the lease agreement with particular attention to expense caps, base year stops, and non-standard exclusions
  • Assist in the review of the tenant rent, CAM, operating expense, tax, or insurance reimbursement reconciliation
  • Coordinate with the Property Manager the timely submission of tenant forms and other lease updates prior to running the monthly rent roll
  • Assist when needed with rental statements and invoices for accuracy, as well as for extra service charges which require verification against the lease
  • Review and confirm that terms agreed to in Letter of Intents (LOI’s) have been translated accurately into lease documents. Proofread drafts of legal documents
  • Work with other company departments, i.e., accounting and asset acquisitions and dispositions as necessary
  • Assist in communicating leasing goals with DOC’s Asset and Leasing Management teams.
  • Assist when needed with drafting, editing, and responding to lease proposals and counter proposals in conjunction with DOC’s Leasing and Asset Management teams
  • Coordination of monthly leasing activity reports and calls with regional leasing teams, recording notes and follow-up in DOC’s lease tracking software
  • Assist in preparation of Monthly Leasing Activity reports for the Senior Executive Team and Board of Trustees

Qualifications and Skills

  • Must have minimum five years’ commercial real estate experience
  • Bachelor’s degree or associate degree in accounting and strong academic record required
  • Previous public-accounting audit experience is a plus
  • Yardi accounting software experience preferred
  • High level of attention to detail and accuracy
  • Extensive experience in reviewing legal documents
  • Strong analytical and communication skills
  • Ability to calculate prorated rent
  • Ability to handle a fast paced, deadline driven environment
  • Ability to multi-task and prioritize assignments while delivering consistent, quality work product to property managers, brokers, attorneys and clients
  • Advanced level of proficiency in Excel, Word, and Outlook
  • Ability to work with little supervision and to seek help when needed
  • Ability to build strong internal and external relationships
  • Ability to think independently while working within a group
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