Commercial Lease Administrator

About the role

The Commercial Lease Administrator is responsible for the administration, fiscal management, compliance, reporting, and operational support of the company’s commercial real estate portfolio. This role serves as a key liaison between leasing, accounting, asset management, property management, legal, construction, and tenants to ensure accurate lease administration, timely billing and collections, compliance with lease obligations, and efficient portfolio operations. The position supports portfolio performance through lease management, financial analysis, reporting, transaction support, process improvements, and internal controls. Reports To: Accounting Manager. Direct Reports: None.

Responsibilities

• Lease Administration & Portfolio Management
  • Maintain complete, accurate, and audit-ready lease records, abstracts, and supporting documentation for all tenants.
  • Abstract, interpret, and administer leases, amendments, renewals, assignments.
  • Coordinate the review, execution, and delivery of estoppels, SNDAs, landlord consents, and lender-related documentation.
  • Ensure lease terms, rent schedules, recurring charges, and portfolio data are accurately maintained in Entrata and other reporting platforms.
  • Monitor critical lease dates and obligations, including commencements, expirations, renewals, escalations, termination rights, delivery requirements, and other contractual provisions.
  • Draft and coordinate lease-related notices, approvals, and document execution processes.
  • Maintain and ensure lease compliance for tenant records including insurance certificates, sales reports, financial statements, and other lease-required submissions.
  • Distribute executed lease documents and maintain current rent rolls and portfolio reporting data.
  • Perform periodic lease audits and abstract reviews to validate the accuracy of lease data, financial obligations, critical dates, and reporting information maintained in lease administration systems.
• Tenant Relations & Construction Coordination
  • Serve as a primary contact for tenant lease administration, billing, and account-related matters.
  • Respond to tenant inquiries regarding lease provisions, charges, reconciliations, and compliance requirements.
  • Monitor tenant compliance with insurance, reporting, construction, and operational obligations.
  • Coordinate with leasing, accounting, legal, property management, asset management, and construction teams on lease-related activities.
  • Support tenant improvement and retail construction projects through administrative coordination and tracking of milestones, approvals, permits, inspections, opening schedules, and project status updates.
• Financial Administration & Accounting Support
  • Partner with accounting teams to ensure accurate billing, revenue recognition, recoveries, commissions, and lease-related financial transactions.
  • Calculate, verify, and administer base rent, percentage rent, CAM reconciliations, tax and insurance recoveries, tenant reimbursements, and other lease-related charges.
  • Review tenant billings and lease transactions for accuracy and compliance with lease provisions.
  • Analyze aged receivables, monitor delinquent accounts, assess late fees, coordinate collection efforts, and