Senior Director, Lease Administration

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

📋 Description

• Oversee large teams of 10+ members, focusing on their growth and development.

• Knowledgeable about standard hiring and employment practices.

• Accountable for workforce planning, succession planning, retention strategies, and performance management frameworks.

• Review and confirm team allocations to align with contractual obligations and client expectations.

• Manage team workloads to ensure an equitable distribution of tasks.

• Conduct quality control within the database to detect errors and inconsistencies.

• Capable of creating, editing, and generating reports in various Lease Administration databases.

• Mentor and train Lease Analysts on essential lease administration responsibilities.

• Interpret complex commercial lease agreements with attention to detail.

• Supervise lease abstraction, translation, and quality control processes for assigned accounts.

• Assist with account transitions and setups as necessary.

• Ensure quarterly maintenance of account processes, procedures, and playbooks.

• Guarantee timely and accurate abstraction or input of all rental obligations and significant lease information.

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

• Maintain a comprehensive understanding of client agreements for team accounts, including scope of work boundaries, fee structures, billing frequencies, and payee information.

• Assure that this information is accurately entered and maintained within WorkTrac as a client contract.

• Conduct regular meetings and reviews with clients to provide portfolio updates, key metrics, and performance reports.

• Manage and enhance strong client governance programs such as reporting cadence, communication strategies, and business reviews.

• Strive for a net promoter score indicative of exceptional service delivery and client relationships.

• Handle client escalations and ensure prompt resolution of issues.

• Proactively identify account-related risks and supervise appropriate mitigation strategies and management solutions.

• Ensure the global team delivers services according to client-specific processes and contracts.

• Delegate database management tasks to global team members effectively.

• Support the development of RFI and RFP responses, including pricing and presentation materials.

• Engage in presentations to new or existing clients for business development pitches.

• Establish weekly calls and ongoing internal communication cadence with global lease administration account team members to review tasks, discuss issues, and decide on actions.

• Promote effective communication and demonstrate professionalism while actively engaging with all team members to foster a collaborative atmosphere.

• Possess a general understanding of AI technology and a willingness to adapt to technological advancements.

• Oversee the abstraction or input of rental obligations as per client abstraction standards for assigned accounts.

• Provide final quality control for the abstraction process as required for assigned accounts.

• Demonstrate familiarity with Colliers360, dashboards, WorkTrac, and related tools.

• Capable of reviewing recovery clauses, establishing recovery pools, calculating actual recovery expenses for each tenant, and assessing caps, base years, and non-standard exclusions.

• Ensure accounts are reconciled with outstanding balances and facilitate dispute resolution.

• Ability to assist in monitoring, reviewing, and approving all Rent, CAM, Operating Expense, Tax, and Insurance payments to Landlords, ensuring lease accuracy for all charges.

• Review and validate Consumer Price Index adjustments as outlined in legal documents.

• Maintain file systems, ensuring data integrity for all Tenant and Lease-related information in the database application.

• Responsible for revenue growth, achieving profitability targets, managing account P&L, and developing pipelines for cross-selling or organic growth.

• Monitor and ensure account contracts are current and renewed promptly.

• Confirm and approve monthly client billing.

• Ensure all pass-through expenses are billed per contract and internal procedures.

• Track accounts receivable for assigned clients and escalate issues to the appropriate parties.

• Knowledgeable in Lease Administration services, master service agreements, and intercompany contractual reviews in collaboration with Colliers legal, risk, and security teams.

• Develop and maintain a method for tracking team workloads and assignments, providing annual updates.

• Lead key program initiatives such as Best Practice tracking, Case Study Development, AI collaboration with Technology, and Global COE Partnerships.

• Perform additional duties as assigned.

⛳️ Requirements

• Bachelor’s degree in business, accounting, real estate, or a related field is preferred.

• Candidates should have a minimum of 10 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management, having worked in either (or both) the Landlord or Tenant sectors.

• At least 7 years of experience in people management/leadership is required.

• Intermediate to expert level experience with various commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management systems.

• Proven expertise in managing multi-line global accounts with 1,000+ leases and a global account management structure.

• Intermediate proficiency in Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.) is essential.

• Thorough understanding of FASB/IFRS accounting rules and general accounting principles is preferred.

• Must demonstrate effectiveness and a successful track record of working independently, ideally in a remote setting, while possessing strong time management skills.

🏝️ Benefits

• Employees (and their families) are offered employer-subsidized medical benefits that include RX, dental, and vision, along with employer-paid basic life/AD&D insurance and short-term/long-term disability.

• Employees have the option to enroll in the company’s 401k plan, which includes an employer match.

• Employees will receive 10 days of sick leave and a minimum of 15 days of vacation annually.

• Certain senior-level positions qualify for unlimited time off.

• Employees enjoy 10 paid holidays plus two personal flex days each year.

• Twelve weeks of paid parental leave (for birth parents) and 4 weeks (for non-birth parents, including adoptive/foster parents) will be available after the successful completion of 90 days of employment.