Lease Administrator I

Full-time role based in Irving, United States.

About the role

You will manage the full scope of lease administration services for USOSM in a fast-paced, collaborative environment. The role involves heavy coordination, quality control, financial analysis, client relationship management, and process management & improvement. You will work with members of the real estate team and the accounting team, handle escalations, and drive efficiencies.

Responsibilities

• Lease Abstraction & Data Management: Abstract and review leasing details, coordinate abstractions from transition/regional teams, manage data entry/validation, ensure date integrity, and set up/maintain reminders. Maintain leases within CoStar to ensure proper accounting is generated based on the most recent agreements. Share updates during the period that the Senior Accounting Manager will review as part of close.
• Financial & Reconciliation Tasks:
  • Review CAM, escalations, insurance, real estate tax invoices.
  • Perform rent variance analysis and rent payment processing.
  • Subtenant account management, billing, and collections.
  • Conduct audit/year-end reconciliations, track savings, reconcile invoices, and resolve discrepancies.
• Project & Process Management:
  • Run the rent process monthly to pay lease liabilities.
  • Project assignment and QC tracking.
  • Streamline processes and drive efficiencies.
  • Partnership with internal stakeholders for invoice preparation.
• Reporting & Analysis: Generate monthly/quarterly/annual reports, ad-hoc reports, financial analysis, and volume trends. Continuous monitoring of critical dates.
• Client & Stakeholder Management: Build and maintain relationships (internal clients, vendors, landlords), adopt a “Customer First” mindset, assist with new practices setups, and review estoppels.
• Risk & Compliance: Identify conflicts/high-risk items in leases, provide feedback on lease language.
• General: Remain agile with shifting priorities, deliver projects on time/budget, and handle other assigned duties.

Requirements

• Education: Any graduation (bachelor’s degree preferred but not explicitly required).
• Experience: 1-3 years in lease administration or related real estate roles.
• Technical Skills:
  • Preferred: Experience with CoStar.
  • Strong proficiency in Microsoft Office Suite (especially Excel and Word).
• Soft Skills:
  • Excellent written and verbal communication.
  • Strong organizational, analytical, and multi-tasking abilities.
  • Ability to work independently and in a team.
  • Customer service orientation and relationship-building skills.
  • Ability to work under pressure and prioritize effectively.

Work Environment

Standard office role with extended computer use (up to 8 hours/day), sitting, occasional standing, and clear verbal/written communication requirements.

Ideal Candidate Profile

A detail-oriented professional with lease administration expertise, particularly in abstraction, financial reconciliations (CAM, taxes, variances), and client-facing work. Experience with lease management software is a big plus. You should be proactive in identifying savings/opportunities and skilled at process optimization.