Lease Administration Supervisor, Accounting & Finance

About the role

The Lease Administrator will play a crucial role to ensure all leases entered into by Heartland are recorded and accurately reflected in the lease management software. In addition, this role will be a liaison between the multiple internal departments involved in the execution of lease agreements.

To give you an idea of team structure, you will work on a team of other professionals, reporting to the Senior Manager of Leasing and Capital Expenditures.

Supervisory Responsibilities

• Supervise, prioritize, and review the day-to-day work of lease administration team members, including workload assignment, coaching, training, and performance feedback.

Responsibilities

• Oversee the tracking and administration of real estate leases across Heartland Dental's expanding portfolio.
• Ensure lease agreements, amendments, renewals, terminations, and other changes are recorded completely and accurately in the lease management system.
• Review recurring rental payment calculations and supporting documentation to promote timely and accurate payments for supported offices.
• Oversee the recording, reconciliation, and collection of security deposits and sublease income.
• Manage landlord and property management contact changes and related updates within lease records.
• Review common area maintenance (CAM) and triple-net (NNN) reconciliations.
• Monitor lease covenant requirements and support timely, accurate compliance reporting.
• Provide responsive customer service to supported offices and internal business partners regarding lease-related questions.
• Partner with Real Estate, Legal, Accounting, Accounts Payable, Treasury, Insurance, and other departments to promote consistency between lease contracts, system records, payments, and reporting.
• Establish and maintain documented procedures, review controls, workflow standards, and portfolio tracking tools.
• Identify process gaps, recurring issues, and opportunities to improve accuracy, timeliness, scalability, and internal service.
• Support internal and external audit requests by providing lease documentation, reconciliations, and evidence of review.
• Assist leadership with portfolio reporting, special projects, system enhancements, and other lease administration initiatives.
• Additional projects as assigned.

Minimum Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, Real Estate, or a related field.
• Five or more years of relevant experience in lease administration, real estate accounting, property accounting, contract administration, or a related field.
• Prior experience leading, supervising, training, or providing work direction to others.
• Detail-oriented, process-driven approach with strong accuracy and follow-through.
• Strong computer skills, including proficiency with Microsoft Outlook, Excel, and Word.
• Strong organizational and analytical skills, with the ability to manage multiple priorities in a deadline-driven environment.
• Excellent verbal, written, interpersonal, and customer-service skills.
• Ability to interpret lease provisions and translate contractual requirements into accurate system records, payments, reconciliations, and follow-up actions.

Desirable Qualifications

• Experience with lease management or lease accounting software.
• Experience with enterprise resource planning system.
• Experience reviewing CAM and NNN reconciliations.
• Experience supporting a high-volume, multi-location real estate portfolio.
• Knowledge of internal controls, audit support, and process documentation.

Physical Requirements

• Ability to perform essential duties satisfactorily with or without reasonable accommodation.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.