Commercial Lease Administrator

This is a fully remote position, open to applicants in New York.

📋 Description

• Management of lease abstraction and database systems.

• Analyze commercial lease documents, including agreements, amendments, exhibits, and other related legal materials.

• Monitor SNDA redlines and oversee Estoppel version control.

• Summarize essential lease terms such as rent schedules, CAM provisions, escalation clauses, tenant improvement allowances, signage rights, and expiration dates.

• Ensure precise lease records are maintained within lease administration platforms like Leasecake and various internal tracking tools.

• Keep lease data updated throughout each location's lifecycle and effectively communicate changes to key stakeholders.

• Financial management and reconciliations.

• Collaborate with Accounting to coordinate and authorize payments for rent, CAM, utilities, and operating expenses.

• Review and reconcile annual CAM and operating expense true-ups.

• Detect billing discrepancies and liaise with landlords and property managers to resolve issues.

• Assist with lease-related accruals, adjustments, and audit inquiries.

• Generate accurate reports, site analyses, and other analytics as needed.

• Critical date and obligation tracking.

• Monitor significant lease milestones, including lease commencements and expirations.

• Track renewal and termination options.

• Manage permitting, delivery conditions, and contingency deadlines.

• Oversee tenant improvement and landlord work obligations.

• Maintain various trackers and dashboards to prevent missed deadlines or financial penalties.

• Compliance and reporting (ASC 842).

• Assist in meeting ASC 842 lease accounting standards by maintaining accurate lease data and documentation.

• Support Finance with lease schedules, audit assistance, and reporting obligations.

• Ensure alignment between lease abstracts, accounting records, and executed agreements.

• Coordination with brokers, landlords, and legal teams.

• Serve as a point of contact among internal teams, landlords, brokers, and legal representatives.

• Extract lease language to facilitate signage briefs, broker communications, and operational requirements.

• Address lease-related inquiries from Accounting, Operations, and leadership.

• Assist in resolving disputes regarding lease interpretation or billing matters.

• Aid operations with utility transfers and locating.

⛳️ Requirements

• Bachelor's degree in Real Estate, Business, Finance, or a related discipline (preferred).

• A minimum of 3 years of experience in lease administration, commercial real estate, property management, or legal support.

• Prior experience with multi-site or rapidly expanding portfolios is strongly preferred.

• High proficiency in Microsoft Excel (e.g., tracking tools, formulas, conditional formatting).

• Familiarity with Google Workspace (Docs, Sheets, Drive).

• Experience with lease administration software such as Leasecake is preferred.

• Ability to analyze financial and lease data to spot errors, trends, or discrepancies.

• Basic knowledge of accounting processes related to invoices, payments, and reconciliations.

• Understanding of ASC 842 lease accounting principles is preferred.

🏝️ Benefits

• Medical, Dental, and Vision insurance.

• Paid Time Off (PTO).

• Life Insurance, along with Voluntary Accident and Hospital policies.

• Discounts on recreational activities.

• Pet Insurance.

• 401(k) plan.

• Employee discounts.