Lease Administrator
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should use those exact headings. If the posting has content that matches those headings, we include them. The posting has "About You" which is similar to About the role. We could treat that as About the role. It contains description of role responsibilities. But we also have Responsibilities section later. Might be duplication. Better to put the descriptive paragraph under About the role, and the bullet list under Responsibilities.
Thus:
About the role
... (the paragraph after About You up to before bullet list? Actually "About You The Lease Administrator is responsible for managing lease administration functions..." That's a paragraph describing role. We'll put that. Then Responsibilities: list of duties (the bullet points). We'll convert each sentence starting with a verb into
for each heading. Use - for lists. Use
for prose.
We need to preserve all substantive information; do not invent or summarize away detail. So we need to keep all details from the posting within these sections.
Let's extract details.
About the role paragraph: "The Lease Administrator is responsible for managing lease administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the lease administration team. The focus within this role will be small to midsized accounts and/or under a global account management structure". That's from the "About You" section first two sentences. We'll include that.
Responsibilities list: All bullet points after "In this role, you will…" up to before "What Success Looks Like". Let's list them:
- Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters.
- Understand client business objectives, real estate portfolio strategy, and service expectations.
- Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information.
- Ensure this information has been correctly entered and maintained as a client contract in WorkTrac.
- Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
- Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.
- Track, maintain, and communicate all expirations, option exercise dates, and other critical information.
- Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
- Manage client escalations and ensure timely resolution of issues.
- Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.
- Oversee and ensure global team is delivering services per the client specific process and contract.
- Participate in presentations to new or existing clients for new business pitches.
- Manage assignments and delegation of database management tasks to global team members.
- Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.
- Prepare and lead with impactful communication and professional presence.
- Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
- General understanding of AI technology and openness to adapting to the evolution of technology.
- Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.
- Provide final QC for abstraction process as may be required for assigned accounts.
- Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
- Confirm and approve monthly client billing.
- Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process.
- Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
- Prepare monthly rental payment schedules.
- Track A/R for assigned clients and escalate to appropriate parties.
- Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes.
- Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges.
- Review and validate Consumer Price Index adjustments as provided in legal documents.
- Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.
- Maintain a record of exceptions and resolve within the database.
- Assist transition manager with new account onboarding and transition process for assigned accounts.
- Responsible for maintenance of account process, procedures and playbooks working closely with Director to maintain and update as needed, ensuring consistency and compliance with overarching departmental requirements.
That's a lot. We'll put each as
- .
Requirements: Let's list:
- Associates or Bachelors degree in business, accounting, real estate, or similar field preferred.
- At least 3 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) the Landlord or Tenant sector.
- Working experience with commercial real estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or other portfolio management database systems.
- Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.
- Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
- Must be effective and have successful track record of working independently, preferably remotely, and possess strong time management skills.
We could also include "Leadership..." but that's skill.
Skills: list:
- Leadership
- Collaboration
- Driven to success in service delivery and highly effective in managing both people and tasks
- Proactive, independent, self-starter, team player
- Analytical and critical thinkers with high attention to detail and follow through
- Provides high degree of professional customer service to both internal and external parties
- Excellent communications and organization, follow-through and follow-up, meet commitments and deadlines
- Demonstrate a strong professional presence that reflects integrity, maturity, and confidence in all interactions
We could also include "General understanding of AI technology and openness to adapting to the evolution of technology." That's more a skill/responsibility; but we already have it under responsibilities. Could keep there.
Benefits: paragraph:
"Employees (and their families) are provided options for employer subsidized medical benefits including RX, dental, vision as well as employer paid basic life/AD&D insurance and short-term/long-term disability. Employees are able to enroll in our company’s 401k plan, which includes an employer match. Employees will also receive 10 days of sick leave and a minimum of 15-days vacation annually. Certain senior-level roles are eligible for unlimited time off. Employees will also enjoy 10 paid holidays plus two personal flex days throughout the calendar year. Twelve weeks (for birth parents) and 4 weeks (for non-birth parents, including adoptive/foster parents) of paid parental leave will also be available for use after successful completion of 90 days of employment. Individuals may be eligible for different or additional benefits under applicable state law."
Also bonus: "This position is eligible for an annual bonus, based on company and individual performance". Could include under Benefits or separate. We'll add a sentence about bonus.
Pay: "Approximate Compensation Range for Role: $66,759 to $72,577
for prose. We need to preserve all substantive information; do not invent or summarize away detail. So we need to keep all details from the posting within these sections. Let's extract details. About the role paragraph: "The Lease Administrator is responsible for managing lease administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the lease administration team. The focus within this role will be small to midsized accounts and/or under a global account management structure". That's from the "About You" section first two sentences. We'll include that. Responsibilities list: All bullet points after "In this role, you will…" up to before "What Success Looks Like". Let's list them: - Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters. - Understand client business objectives, real estate portfolio strategy, and service expectations. - Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information. - Ensure this information has been correctly entered and maintained as a client contract in WorkTrac. - Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports. - Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc. - Track, maintain, and communicate all expirations, option exercise dates, and other critical information. - Drive toward achieving a net promoter score representative of strong service delivery and client relationships. - Manage client escalations and ensure timely resolution of issues. - Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution. - Oversee and ensure global team is delivering services per the client specific process and contract. - Participate in presentations to new or existing clients for new business pitches. - Manage assignments and delegation of database management tasks to global team members. - Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions. - Prepare and lead with impactful communication and professional presence. - Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment. - General understanding of AI technology and openness to adapting to the evolution of technology. - Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts. - Provide final QC for abstraction process as may be required for assigned accounts. - Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc. - Confirm and approve monthly client billing. - Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process. - Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions. - Prepare monthly rental payment schedules. - Track A/R for assigned clients and escalate to appropriate parties. - Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. - Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges. - Review and validate Consumer Price Index adjustments as provided in legal documents. - Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data. - Maintain a record of exceptions and resolve within the database. - Assist transition manager with new account onboarding and transition process for assigned accounts. - Responsible for maintenance of account process, procedures and playbooks working closely with Director to maintain and update as needed, ensuring consistency and compliance with overarching departmental requirements. That's a lot. We'll put each as