Lease Administrator
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must not repeat job title as heading. We must include only sections that have real specific content. We must preserve all substantive info, not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, application instructions. Also remove lines like "Make your next move an expert one..." repeated? The posting includes some marketing fluff at top: "Make your next move an expert one. At Colliers it’s not our success that sets us apart..." That's marketing but not boilerplate? It's part of description; we can keep as prose under maybe About the role? The instruction: Use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to decide which sections exist.
We have content:
- Intro about Colliers: "Make your next move an expert one..." This is about company culture; could be "About the role" or maybe "About Colliers". But we only have headings list; we can use "About the role" for description of role and company.
- Then "About You" heading appears in posting. That's like a section describing responsibilities. We'll treat that as Responsibilities? Actually "About You" describes the role responsibilities. We'll put under Responsibilities.
- Then bullet list of duties: many sentences starting with "Serve as the main point of contact..." etc. Those are responsibilities.
- Then "What Success Looks Like" includes qualifications, requirements, skills.
- Then compensation range: Pay.
- Then Benefits section.
- Then Bonus mention.
- Then other info: "Applicants must be currently authorized to work in the United States..." etc. That's eligibility, maybe not needed as separate section; could be part of Requirements? But we can drop as boilerplate? It's not EEO but it's about work authorization; maybe we keep as a short p under Requirements? However instruction: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Work authorization is not exactly EEO but could be considered legal; but it's substantive? Might be considered a requirement. However we already have qualifications etc. Might be okay to keep as a short p under Requirements.
- Also "Direct applicants only please, no agencies." That's application instruction; remove.
- "Colliers respects diversity and is an equal opportunity employer." That's EEO boilerplate; remove.
- The accommodation line: also EEO/legal; remove.
Thus we need to produce HTML with sections: About the role (maybe intro), Responsibilities, Requirements (or Qualifications), Skills, Benefits, Pay. Possibly Schedule not present; omit.
We must not create sections with filler like "commensurate with experience". Not present.
We need to preserve all substantive info: So we need to include details about responsibilities (the long list). Also qualifications: degree, 3 years experience, experience with certain software, expertise with multi-line global accounts 1000+ leases, intermediate MS Office, ability to work independently remote, leadership, collaboration, etc. Also "General understanding of AI technology and openness to adapting to the evolution of technology." That's a skill.
Also "Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc." That's skill.
Also "Confirm and approve monthly client billing." etc.
We need to not repeat info unnecessarily but keep all.
We need to format lists with - for any list of duties/requirements/benefits. So we need to break responsibilities into list items. Similarly qualifications/requirements into list. Benefits into list.
We need to use
for prose.
We must not include markdown fences.
Let's extract sections.
**About the role** (intro): The first paragraph(s) before "About You". Let's capture:
"Make your next move an expert one. At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities. Why Colliers? Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career. This is a Remote working arrangement out of Various locations listed."
We can keep that as prose under About the role.
**Responsibilities**: The content after "About You" until before "What Success Looks Like". That includes many sentences. We'll turn each sentence into a list item.
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 can keep as list.
**Requirements / Qualifications**: The "What Success Looks Like" section includes:
- Associates or Bachelors degree in business, accounting, real estate, or similar field preferred.
- Qualified candidates will have 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.
- 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 split into Requirements (education, experience) and Skills (software, MS Office, etc.) but the instruction allows sections like Requirements, Qualifications, Skills. We can combine or separate. To avoid thin sections, we could have Requirements (education + experience) and Skills (technical + soft skills). But we also have "General understanding of AI technology" already in responsibilities; but it's also a skill.
We need to decide. Let's create:
- Requirements: education, years experience, experience with database apps, expertise with multi-line global accounts.
- Skills: MS Office proficiency, ability to work independently remote, leadership/collaboration etc., professional customer service, communication/organization, professional presence, understanding of AI tech, knowledge of Colliers360 etc.
But some of those overlap with responsibilities. However we must preserve all substantive info; duplication is okay if it's in original. But we should not invent.
We could also have a single "Qualifications" section that includes both education/experience and skills. But we have headings list includes Qualifications and Skills separate. We can use both.
Let's do:
Requirements
with list: degree, 3 years experience, experience with CRE database apps, expertise with multi-line global accounts 1000+ leases.
Skills
with list: intermediate MS Office, ability to work independently remote, strong time management, leadership, collaboration, proactive, self-starter, team player, analytical, critical thinker, high attention to detail, follow through, high degree of professional customer service, excellent communications and organization, follow-through/follow-up, meet commitments/deadlines, strong professional presence reflecting integrity/maturity/confidence, general understanding of AI technology and openness to adapting, working knowledge of Colliers360, dashboards, WorkTrac, etc.
We also have "Confirm and approve monthly client billing." etc already in responsibilities; fine.
**Benefits**: The 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."
We need to make list items for each benefit? Could be a list.
List items:
- Employer-subsidized medical benefits (including RX, dental,
- for any list of duties/requirements/benefits. So we need to break responsibilities into list items. Similarly qualifications/requirements into list. Benefits into list.
We need to use
for prose. We must not include markdown fences. Let's extract sections. **About the role** (intro): The first paragraph(s) before "About You". Let's capture: "Make your next move an expert one. At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities. Why Colliers? Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career. This is a Remote working arrangement out of Various locations listed." We can keep that as prose under About the role. **Responsibilities**: The content after "About You" until before "What Success Looks Like". That includes many sentences. We'll turn each sentence into a list item. 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 can keep as list. **Requirements / Qualifications**: The "What Success Looks Like" section includes: - Associates or Bachelors degree in business, accounting, real estate, or similar field preferred. - Qualified candidates will have 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. - 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 split into Requirements (education, experience) and Skills (software, MS Office, etc.) but the instruction allows sections like Requirements, Qualifications, Skills. We can combine or separate. To avoid thin sections, we could have Requirements (education + experience) and Skills (technical + soft skills). But we also have "General understanding of AI technology" already in responsibilities; but it's also a skill. We need to decide. Let's create: - Requirements: education, years experience, experience with database apps, expertise with multi-line global accounts. - Skills: MS Office proficiency, ability to work independently remote, leadership/collaboration etc., professional customer service, communication/organization, professional presence, understanding of AI tech, knowledge of Colliers360 etc. But some of those overlap with responsibilities. However we must preserve all substantive info; duplication is okay if it's in original. But we should not invent. We could also have a single "Qualifications" section that includes both education/experience and skills. But we have headings list includes Qualifications and Skills separate. We can use both. Let's do:
Requirements
with list: degree, 3 years experience, experience with CRE database apps, expertise with multi-line global accounts 1000+ leases.Skills
with list: intermediate MS Office, ability to work independently remote, strong time management, leadership, collaboration, proactive, self-starter, team player, analytical, critical thinker, high attention to detail, follow through, high degree of professional customer service, excellent communications and organization, follow-through/follow-up, meet commitments/deadlines, strong professional presence reflecting integrity/maturity/confidence, general understanding of AI technology and openness to adapting, working knowledge of Colliers360, dashboards, WorkTrac, etc. We also have "Confirm and approve monthly client billing." etc already in responsibilities; fine. **Benefits**: The 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." We need to make list items for each benefit? Could be a list. List items: - Employer-subsidized medical benefits (including RX, dental,