Senior Director Lease Administration

About the role

The Senior Director, Lease Administration, manages Lease Administration resources, client implementations, client and vendor relationships, and oversees processes for assigned accounts. Key responsibilities include managing large teams, performing lease administration services, maintaining client contracts, and driving service delivery and client relationships.

Responsibilities

• Manage large teams 10+ and grow and develop teams.
• Familiar with accepted hiring and employment practices.
• Responsible for workforce planning, succession planning, retention strategies, and performance management frameworks.
• Review and validate team allocations and align with contractual scope of work and client expectations.
• Ensure equitable distribution of team workloads.
• 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.
• Ensure timely and accurate abstraction or input of all rental obligations related to leases and other important lease information.
• Maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency, and payee information.
• Ensure this information has been correctly entered into and maintained as a client contract in WorkTrac.
• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
• 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 oversee appropriate mitigation strategies and management through solutions.
• Oversee and ensure global team is delivering services per the client specific process and contract.
• Support RFI and RFP response development including pricing, presentation decks, etc.
• Participate in presentations to new or existing clients for new business pitches.
• 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.
• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Ability to review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
• Ensure accounts reconciled with outstanding balances and ensure dispute resolution.
• Ability to 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.
• Ability to 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.
• Develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually.
• Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc.

Requirements

• Bachelor’s degree in business, accounting, real estate, or similar field preferred.
• At least 10 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.
• Minimum of 7 years of people management/leadership experience.
• Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, 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.).
• Thorough knowledge of FASB/IFRS accounting rules and general accounting principles preferred.
• Effective and have successful track record of working independently, preferably remotely, and possess strong time management skills.

Qualifications

• Must be authorized to work in the United States on a full-time basis.
• No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified disabled or veteran status or any other characteristic protected by law.

Benefits

• Medical benefits including RX, dental, vision.
• Employer paid basic life/AD&D insurance and short-term/long-term disability.
• Company’s 401k plan with employer match.
• 10 days of sick leave and a minimum of 15-days vacation annually.
• Certain senior-level roles are eligible for unlimited time off.
• 10 paid holidays plus two personal flex days throughout the calendar year.
• Paid parental leave for birth parents (12 weeks) and non-birth parents (4 weeks).

Skills

• Working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Ability to review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
• Ability to 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.
• Ability to review and validate Consumer Price Index adjustments as provided in legal documents.
• Ability to manage large teams 10+ and grow and develop teams.
• Ability to mentor and train Lease Analysts on key lease administration duties.
• Ability to interpret complex commercial lease language and attend to details.
• Ability to oversee lease abstraction, translation, and quality control process for assigned account(s).
• Ability to assist in account transitions and setup as appropriate.
• Ability to ensure timely and accurate abstraction or input of all rental obligations related to leases and other important lease information.
• Ability to maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency, and payee information.
• Ability to ensure this information has been correctly entered into and maintained as a client contract in WorkTrac.
• Ability to conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
• Ability to drive toward achieving a net promoter score representative of strong service delivery and client relationships.
• Ability to manage client escalations and ensure timely resolution of issues.
• Ability to proactively identify account related risks and oversee appropriate mitigation strategies and management through solutions.
• Ability to oversee and ensure global team is delivering services per the client specific process and contract.
• Ability to support RFI and RFP response development including pricing, presentation decks, etc.
• Ability to participate in presentations to new or existing clients for new business pitches.
• Ability to 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.
• Ability to foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
• Ability to demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Ability to maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.
• Ability to develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually.
• Ability to lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc.

Pay

Approximate Salary Range for Role: $126,554 to $145,000

Schedule

Full-time

Benefits

• Medical benefits including RX, dental, vision.
• Employer paid basic life/AD&D insurance and short-term/long-term disability.
• Company’s 401k plan with employer match.
• 10 days of sick leave and a minimum of 15-days vacation annually.
• Certain senior-level roles are eligible for unlimited time off.
• 10 paid holidays plus two personal flex days throughout the calendar year.
• Paid parental leave for birth parents (12 weeks) and non-birth parents (4 weeks).