Manager Lease Administration

At Colliers, our people are passionate, take ownership, and always do what’s right for our clients, people, and communities. We offer a nimble, decentralized culture with opportunities to learn about our business and gain experience to accelerate your career.

About the role

The Manager, Lease Administration, is responsible for managing Lease Administration resources (including direct report HR functions), client implementations, client and vendor relationships, centralizing, establishing and producing schedules, reports, and communication plans, as well as process flow for their assigned Lease Administration team. The LA Manager will also perform lease administration services on their assigned account(s).

Responsibilities

• Manage people and build teams, including hiring and employment practices.
• Serve as the managing lease analyst on a large account, overseeing other team members, and lead a small team of Lease Analysts supporting multiple small and medium-sized accounts.
• Communicate with clients, brokers, account managers, and landlords for assigned accounts.
• Provide quality control within the database to identify errors and inconsistencies.
• Create, edit, and run reports in most Lease Administration databases.
• Mentor and train Lease Analysts on key lease administration duties.
• Interpret complex commercial lease language and attend to details.
• Oversee lease abstraction, translation, and quality control process for assigned account(s).
• Assist in account transitions and setup as appropriate.
• Maintain account processes, procedures, and playbooks, updating as needed.
• Abstract or input all rental obligations and other important lease information.
• Track, maintain, and communicate all expirations, option exercise dates, and other critical information.
• Reconcile accounts with outstanding balances and resolve disputes with landlords and clients.
• Serve as the main point of contact for clients and internal stakeholders regarding lease administration matters.
• Understand client business objectives, real estate portfolio strategy, and service expectations.
• Maintain a thorough understanding of client agreements, including scope of work, fee structure, billing frequency, and payee information.
• Ensure client contract information is correctly entered and maintained 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 and communication methods.
• 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 mitigation strategies.
• Oversee and ensure the global team delivers services per client-specific processes and contracts.
• 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 with the global lease admin account team.
• Prepare and lead impactful communication with professional presence.
• Foster effective communication and promote a collaborative environment.
• Demonstrate a general understanding of AI technology and adapt to its evolution.
• Oversee the abstraction or input of rental obligations and other important lease information as per client standards.
• Provide final quality control for the abstraction process as required.
• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Review recovery clauses, set up recovery pools, calculate actual recovery expenses, and review caps, base years, and non-standard exclusions.
• Prepare monthly rental payment schedules.
• Reconcile accounts with outstanding balances and resolve disputes.
• Assist with monitoring, reviewing, and approving all rent, CAM, operating expense, tax, and insurance payments to landlords.
• Review and validate Consumer Price Index adjustments as provided in legal documents.
• Maintain file systems and data integrity of information in the database application.
• Maintain team allocations and workload assignments.

Qualifications

• Bachelor’s degree in business, accounting, real estate, or a similar field preferred.
• At least 7 years of relevant experience in commercial real estate lease administration, accounting, or property management fields, having worked in either (or both) the landlord or tenant sector.
• Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, or Virtual Lease.
• Expertise and documented success working on multi-line global accounts with 1,000+ leases and a global account management structure.
• Intermediate proficiency with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
• Thorough knowledge of FASB/IFRS accounting rules and general accounting principles preferred.
• Effective and successful track record of working independently, preferably remotely, with strong time management skills.
• Driven to succeed in service delivery and highly effective in managing both people and tasks.

Benefits

• Employer-subsidized medical benefits including prescription, dental, and vision.
• Employer-paid basic life/AD&D insurance and short-term/long-term disability.
• 401k plan with employer match.
• 10 days of sick leave and a minimum of 15 days vacation annually (certain senior-level roles eligible for unlimited time off).
• 10 paid holidays plus two personal flex days throughout the calendar year.
• Twelve weeks of paid parental leave for birth parents and 4 weeks for non-birth parents (including adoptive/foster parents) after 90 days of employment.

Pay

Approximate salary range for this role: $87,862 to $99,300.

Schedule

Work from home in Georgia, Texas, or Florida.

This position is eligible for an annual bonus based on company and individual performance.