Job Title: Lease Administrator

Job Description

We are seeking a detail-oriented Lease Administrator to join our dynamic team. In this role, you will manage and resolve all open payment issues, collaborate with portfolio administration coordinators, and act as a liaison to troubleshoot utility discrepancies. You will maintain detailed records, ensure timely payments, and oversee document management, ensuring financial obligations are met accurately.

Responsibilities

• Review and fully resolve all open Engie payment issues from the 2024 tracker totaling $111K.
• Collaborate with Portfolio Administration Coordinators on all future Engie issues.
• Act as liaison between Energy, Engie, and Lease Administration to troubleshoot utility discrepancies.
• Maintain detailed tracker of all 2025 and future year Engie issues, including location, description, amount, and follow-up dates.
• Resolve and clear all late payments from landlord statements.
• Recover and/or track credits as a result of overpayments or payments to incorrect vendors.
• Resolve and clear all late payments and associated late payment penalties due to Engie delays.
• Identify and detail root causes for each individual Engie payment issue.
• Review and take appropriate action to resolve all Mech Feed Vendor Payment Blocks.
• Review and abstract documents, updating and maintaining all lease information and data in our technology information systems.
• Ensure proper document management measures are followed for all leased, owned, and other associated documents.
• Review client invoices with lease requirements, collect supporting documentation from landlords/billing authorities, and confirm all calculations are correct.
• Ensure the financial obligations of the client are accurate.
• Conduct desktop audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, and analyze all charges for accuracy in accordance with lease documents.
• Handle dispute resolution with landlords for any identified discrepancies.
• Oversee and manage the subtenant process including recording and collection of monthly rent and pass-through of invoices and year-end reconciliations.
• Communicate frequently with internal and external partners, notify clients of critical dates, real estate policies and procedures, and assist with general inquiries.
• Review Estoppels and the person against lease terms.
• Exercise good judgment and logic in responding to leased and owned property inquiries from clients and/or landlords.
• Maintain productive landlord and subtenant relationships in accordance with lease and sublease agreements.
• Establish task priorities and create schedules for portfolio objectives.
• Manage multiple projects/priorities in a fast-paced environment.
• Assist managers with timely and accurate financial and critical date reports for client presentment, identify and record savings, identify exceptions, investigate causes of exceptions, and recommend solutions.

Essential Skills

• 1-3 years of commercial real estate/property leasing experience
• Experience with commercial leases, abstracts, and amendments
• Experience with accounts payable/receivable
• Proficiency in Excel and lease abstraction
• Ability to manage multiple projects in a fast-paced environment

Additional Skills & Qualifications

• Experience with CAM (Common Area Maintenance) reconciliations
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work independently and within a team
• Attention to detail and strong organizational skills

Work Environment

The position operates in a hybrid model, requiring in-office presence every Tuesday and Wednesday (4 days a month for the time being). The role may involve working with various technologies and systems to manage lease information and financial records. The work environment is dynamic and fast-paced, requiring the ability to handle multiple priorities effectively.