Lease Administrator, Assistant

Key Responsibilities

• Maintain organized filing systems to ensure efficient and accurate record management.
• Process tenant Certificates of Insurance (COIs), including data entry and distribution of required notices.
• Prepare and distribute the Commercial AM Report.
• Generate balance due reports and issue tenant notifications as needed.
• Accurately and timely post monthly commercial corporate rent checks.
• Process invoices in Yardi and other platforms, ensuring proper coding and approval routing.
• Cook up and manage utility transfers, account setup, and ongoing maintenance.
• Pull and prepare reports to support CAM reconciliations and annual budget processes.
• Assemble reconciliation packages—including rent statements, reconciliation letters, and refund checks—for tenant distribution.
• Process full-service lockbox payments, ensuring accurate posting.
• Monitor and clear open charge batches and receipts within AME.
• Review and resolve invoices pending in Payscan, including items requiring follow-up or additional action.
• Review and post charge batches, including late fees and sales tax entries.
• Review service contracts for accuracy and compliance with company standards.
• Track and maintain vendor Certificates of Insurance.
• Serve as backup support for Executive Suites operations as needed.
• Process operating invoices for commercial managers without dedicated assistants via the centralized invoice email system.
• Prepare general reports as requested by management.

Required Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or related field preferred (or equivalent work experience).
• 2+ years of experience in commercial property management, real estate accounting, or related administrative support.
• Experience with Yardi (preferred), including invoice processing, charge batches, and reporting.
• Familiarity with CAM reconciliations, operating budgets, and tenant billing processes.
• Experience handling COIs and vendor compliance documentation.
• Proficiency in Microsoft Office Suite, particularly Excel.

Required Skills & Competencies

• Strong attention to detail and high level of accuracy in financial and administrative tasks.
• Excellent organizational and document management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving and analytical skills.
• Clear written and verbal communication skills.
• Ability to work both independently and collaboratively with property management and accounting teams.
• Customer service mindset when interacting with tenants and vendors.
• Professional discretion when handling confidential financial information.