Lease Administration Coordinator

Key Responsibilities

• Lease Abstraction: Abstract new leases, amendments and other lease documentation into CTDI’s lease administration database.
• Identify Non-Standard Lease Terms: Identify non-standard lease terms to be addressed in negotiations.
• Track Letter of Credit Schedules: Track letter of credit schedules, including issuance of new LCs and LC reductions/escalations.
• Security Deposit Payment and Return Dates: Review and approve monthly rent, operating expense, and one-time payments.
• Prepare and Distribute Monthly Reporting: Prepare and distribute monthly reporting on lease activity and portfolio metrics.
• Conduct CAM Reconciliations and Lease Audits: Conduct CAM reconciliations and lease audits to ensure compliance and cost accuracy.
• Verify Pro Rata Share, Gross-Up Calculations: Verify pro rata share, gross-up calculations and calculations of base year expense and any cap or stops identified in the lease.
• Ensure Compliance: Ensure compliance with leases for all included and excluded charges.
• Review Invoices and Documentation: Review invoices and back up documentation for accuracy.
• Report Findings: Report findings to Divisional financial teams.
• Cookbook Payments and Credits: Coordinate with Accounts Payable to make payments and recognize credits in the appropriate period.
• Tenant Improvement Allowance Management: Provide required plans and budgets to landlords for approval of work.
• Communicate Progress: Communicate progress to landlord and timelines to construction team.
• Collect Documentation: Collect all final documentation to submit to landlord.
• Necessary Information: Provide necessary information to Accounts Receivables team to prepare invoices.
• Follow Up: Follow up to ensure payment receipt.

Qualifications

• Minimum 2 - 5 years of experience in lease administration or financial analysis.
• Proficiency in lease administration software and MS Office Suite.
• Excellent communication and organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Bachelor’s degree in Facilities Management, Business Administration, or related field preferred.