Senior Lease Administrator
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Job Description
Senior Lease Administrator responsible for managing lease administration functions and client relationships at Colliers. Focusing on midsized to large accounts of high complexity.
Responsibilities:
- 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 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 into and maintained as a client contract with 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.
- 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.
- 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.
- 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.
Requirements:
- Associate or bachelor’s degree in business, accounting, real estate, or similar field preferred.
- Qualified candidates will have at least 5 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.).
- Thorough knowledge of FASB / IFRS accounting rules and general accounting principles preferred.
- Must be effective and have successful track record of working independently, preferably remotely, and possess strong time management skills.
Benefits:
- 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.
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