Our Client is a commercial real estate company, operating for more than 60 years, in all aspects of the industry, including retail, office, multi-family and mixed-use development, tenant leasing, property management and brokerage services.  

ROLE SUMMARY 

The Lease Administrator will be responsible for all phases of hard and soft lease files, including reviewing and monitoring leases prior to execution and throughout the lease term, monitoring critical lease duties, and calculating rental escalations. Maintain electronic files as well as abstracts in YARDI; perform lease audits, work with property management to ensure lease compliance, manage security deposits/letters of credit (LOC), work with accounting and property management on operating expense reconciliations and rent billings. The Lease Administrator will manage the commission payment process and tenant/vendor COI tracking. 

JOB RESPONSIBILITIES 

• Abstract all new leases and amendments entering information into YARDI accounting system. Enter and manage all lease notes, notable clauses, maintaining critical dates and files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.  
• Review and prepare for execution and distribution, leases, and exhibits to proper parties.  
• Track expiration dates of leases. Make necessary adjustments for all lease documents received. (Amendments, Addendums, etc.).  
• Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease, specifically the Tenant required documents for the release of the Tenant Improvement Allowance. 
• Work with property management to ensure certificates of insurance are current, commencement exhibits are executed, security deposit/LOC and operating expense information is correctly entered in YARDI.  
• Audit all existing lease documents in the portfolio. Perform property lease file audits. 
• Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement. Verify all with Director of Leasing. 
• Maintain soft copy files for all floor plans, BOMA calculations and tenant as-builts as requested, within tenant files.  
• Work with property management to ensure other income (billboard, signage, parking, storage, % rent, etc.) is collected in a timely fashion and review lease for compliance. 
• Maintain hard copy and electronic Master Lease files.  
• All other duties as assigned and associated with the day-to-day operation of a commercial real estate portfolio. 

MINIMUM QUALIFICATIONS 

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Bachelor's degree, ideally, in Business Administration, Finance, Real Estate or equivalent education and related training. 
• Three or more years of experience in lease administration, finance, property management or similar field. 
• Excellent written and verbal communication skills. 
• Strong organizational skills and ability to complete work with critical time schedules. 
• Ability to read and interpret contracts. 
• Demonstrated proficiency in basic computer applications, such as Microsoft Office software products. 
• Proficiency in Yardi property management software is strongly preferred. 

About Poline Search Partners

Poline Search Partners is an international executive search firm specializing in the shopping center industry. We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.

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