Lease Administrator

This is a fully remote position, open to applicants in Florida, +1 more state.

📋 Description

• Oversee lease administration operations and implementations for small to midsized accounts and/or within a global account management framework.

• Act as the primary liaison for clients and internal stakeholders regarding global lease administration issues.

• Comprehend client business goals, real estate portfolio strategies, and service expectations.

• Maintain client agreement details, ensuring accurate data entry and upkeep in WorkTrac.

• Conduct client meetings and reviews, providing updates on the portfolio, key metrics, and performance reports.

• Develop and sustain client governance programs, reporting schedules, communication strategies, and business reviews.

• Monitor and communicate lease expirations, option exercise dates, and other essential information.

• Handle client escalations, identify account risks, devise mitigation strategies, and manage project solutions.

• Supervise global team service delivery in accordance with client-specific processes and contracts.

• Engage in new business pitches and client presentations.

• Oversee the delegation of database management tasks to global team members.

• Organize weekly calls and internal communications with global lease administration account teams.

• Supervise lease abstraction or input of rental obligations and other lease information.

• Provide final quality control for the abstraction process as necessary.

• Utilize Colliers360, dashboards, WorkTrac, and related systems.

• Confirm and approve monthly client billing and pass-through expenses.

• Review recovery clauses, establish recovery pools, compute tenant recovery expenses, and assess caps, base years, and exclusions.

• Prepare monthly rental payment schedules.

• Monitor accounts receivable, reconcile outstanding balances, and resolve disputes with landlords and clients.

• Oversee, review, and approve Rent, CAM, Operating Expense, Tax, and Insurance payments to landlords.

• Review and validate Consumer Price Index adjustments.

• Maintain file systems and ensure database data integrity for tenant and lease information.

• Manage and resolve exception records in the database.

• Assist with onboarding and transition processes for new accounts.

• Maintain account processes, procedures, and playbooks in collaboration with the Director.

⛳️ Requirements

• Preferred: Associate’s or Bachelor’s degree in business, accounting, real estate, or a related field.

• Minimum of 3 years of relevant experience in commercial real estate lease administration and/or accounting and property management.

• Experience in either or both landlord and tenant sectors.

• Familiarity with commercial real estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or other portfolio management database systems.

• Proven success working on multi-line global accounts with over 1,000 leases and a global account management structure.

• Intermediate proficiency in Microsoft Office tools including Word, PowerPoint, Excel, and OneNote.

• Ability to operate independently, preferably in a remote setting.

• Strong time management abilities.

• Skills in leadership, collaboration, and service delivery.

• Proactive, independent, self-starter, and team-oriented approach.

• Analytical and critical-thinking abilities with a keen eye for detail and follow-through.

• High level of professional customer service for both internal and external parties.

• Excellent communication and organizational skills, capable of meeting commitments and deadlines.

• Professional demeanor that reflects integrity, maturity, and confidence.

• Must be authorized to work in the United States on a full-time basis.

• Employer will not sponsor applicants for work visas.

🏝️ Benefits

• Employer-subsidized medical benefits including RX, dental, and vision.

• Employer-paid basic life/AD&D insurance.

• Short-term and long-term disability insurance.

• 401(k) plan with employer match.

• 10 days of sick leave.

• Minimum of 15 days of vacation annually.

• Unlimited time off for select senior-level positions.

• 10 paid holidays.

• Two personal flex days each calendar year.

• 12 weeks of paid parental leave for birth parents after successful completion of 90 days of employment.

• 4 weeks of paid parental leave for non-birth parents, including adoptive/foster parents, after successful completion of 90 days of employment.

• Annual bonus based on company and individual performance.

• Equal employment opportunity.

• Reasonable accommodations during the hiring process.