Leasing Administrator

Job Description

POSITION: Leasing Administrator

FLSA: Non-exempt

DEPARTMENT: Commercial

POSITION SUMMARY

The Commercial Property Leasing Administrator is a detail-oriented, organized and should be capable to oversee all aspects of our commercial property leases. The ideal candidate will possess excellent communication skills, a strong understanding of lease agreements, and the ability to manage multiple tasks efficiently. The Commercial Property Lease Administrator will be responsible for ensuring compliance with lease terms, negotiating lease renewals, and resolving any tenant issues that may arise.

GENERAL RESPONSIBILTIES

1. Lease Administration: Manage the entire lifecycle of commercial property leases, including lease abstracting, lease renewal negotiations, and lease termination processes.
2. Tenant Relations: Serve as the primary point of contact for tenants regarding lease-related inquiries, issues, and disputes. Maintain positive relationships with tenants to ensure tenant satisfaction and retention.
3. Lease Compliance: Ensure all lease agreements comply with legal and regulatory requirements. Monitor lease obligations, deadlines, and financial obligations to ensure compliance.
4. Financial Management: Coordinate rent collection, escalations, and security deposits. Review and approve tenant invoices, reconcile tenant accounts, and track rental income.
5. Bookkeeping: Maintain accurate and organized lease files, including lease documents, amendments, and correspondence. Prepare lease summaries and reports for management as needed.
6. Property Inspections: Conduct regular property inspections to assess lease compliance, property condition, and tenant satisfaction. Address any maintenance or repair issues in a timely manner.
7. Vendor Management: Coordinate with vendors and contractors for property maintenance, repairs, and improvements. Obtain competitive bids for services and ensure work is completed according to lease requirements and budget constraints.
8. Legal Compliance: Stay informed about changes in lease laws, regulations, and industry standards. Implement policies and procedures to ensure compliance with legal requirements and mitigate risk.
9. Budgeting and Forecasting: Assist in the preparation of annual property budgets and forecasts. Monitor expenses and variances and recommend cost-saving measures when appropriate.
10. Reporting: Generate regular reports on lease expirations, occupancy rates, rental income, and other key performance indicators. Provide insights and recommendations to management based on lease data analysis.

WORKING CONDITIONS AND ENVIRONMENT

• Prolonged periods sitting at a desk and working on a computer and standing and walking, giving tours, and meeting with potential tenants.
• Must be able to lift up to 15 pounds at times.
• Must be able to traverse a variety of properties with stairs and in a variety of weather.
• Must be able to work weekends and/or evenings on a rotating schedule.

• Bachelor’s degree in real estate, Business Administration, Finance, or related field preferred.
• Proven experience in commercial property management or lease administration role.
• Strong understanding of commercial lease agreements, terms, and legal principles.
• Excellent communication, negotiation, and interpersonal skills.
• Proficiency in Microsoft Office Suite and lease management software (e.g., Yardi, MRI).
• Ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment.
• Attention to detail and accuracy in data entry, record-keeping, and documentation.
• Knowledge of property maintenance, construction, and building systems preferred.
• Understanding of financial concepts and budgeting processes.
• Professional certifications such as Certified Lease Administrator (CLA) or Real Property Administrator (RPA) a plus.