Lease Admin Manager

Lease Admin Manager

Responsible for managing the workflow and the day-to-day activities of the team for a specific functional or geographical area that supports the Portfolio Administration Service Line. The associate manager is also responsible for supporting the day-to-day activities at the client level and being a point of escalation for any questions or concerns that arise.

Manages a domestic portfolio life of lease after initial lease setup

Abstracts term and conditions into system of record (SAP) (e.g. amendments, terminations, non-renewals, etc)

Administers critical dates in accordance with the real estate lease agreements

Processes landlord / tenant payments (e.g. rent, CAM, and other lease related charges)

Performs landlord / tenant CAM / Opex reconciliations

Ensures lease data is compliant for lease accounting reporting (FASB)

Reviews and approves work performed by other lease management specialists

Requests / collects outstanding landlord security deposits

Updates system of record when discrepancies are identified through approval process and / or data integrity report

May provide guidance and training as needed

Requests vendor setup from vendor management team and aligns in system of record

May participate in system testing

Requests certificate of insurance for new leases and / or new landlord entity

Manage all Portfolio Administration services for a specific team / account.

Oversee associates and operations on a day-to-day basis ensuring work is completed and deadlines are met

Provide leadership to staff with the goal of maximizing technology resources and improving processes

Provide new team integration and onboarding process

Support new hire training

Create and maintain trust and strong relationships with team members

Ensure specified account needs are met across team

Recommend new approaches, policies, and procedures to drive continual improvements in efficiency of services performed

Outline or oversee the continuous updates to the process playbooks

Support timely and accurate reporting to senior leadership and clients

Handle or oversee monthly rent and other critical reporting for clients and senior leadership

Provide regular feedback to leadership regarding issues, challenges, and areas for additional focus

Execute special projects as assigned by senior leadership

Collaborate with other divisions and Client entities including Transaction Management, Facilities Management, Construction / Design, legal, etc. as needed

Support and assist with department and companywide initiatives and ensure company standards are implemented, met, and maintained

Demonstrate initiative and reflect a sense of urgency in daily duties by meeting or improving upon deadlines

Stay up to date on the latest industry standards and trends

1. Leadership

2. Strong Customer Service Skills

3. Strong Communication Proficiency (oral and written)

4. Organization Skills

5. Technical Proficiency

6. Analytical Skills

7. Research Skills

8. Detail Oriented

9. Sense of Urgency

Bachelor's Degree preferred in any field; business, finance / real estate, accounting ideal

3+ years relevant work experience

Ability to read and understand financial statements

Strong interpersonal skills

Ability to manage multiple high priorities

Strong proficiency with MS Office Suite (MS Word, Excel and PowerPoint)

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 75% of the time; and extend hands and arms in any direction.