Commercial Lease Administration Manager

Empire State Realty Trust; New York (NY); On-site; USD 120,000 - 135,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) match

Job summary

Empire State Realty Trust is seeking a Commercial Lease Administration Manager to oversee the lease administration function, ensuring accurate data in Yardi and strong internal controls. The role partners with Leasing, Operations, Accounting, Legal, and Finance, driving process improvements and AI-enabled solutions.

The ideal candidate will have strong lease knowledge, collaboration with legal and leasing teams, and the ability to review lease documents.

Qualifications

• BA/BS in Accounting, Finance, Real Estate, or related field.
• Five or more years of commercial real estate lease administration experience.
• Supervisory or management experience preferred.
• Working knowledge of commercial leases, Yardi, and Microsoft Office.
• Strong analytical, organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and lead process improvement initiatives.

Responsibilities

• Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations.
• Monitor lease administration workflows, deadlines, and department trackers.
• Administer cash security deposits and letters of credit, including bank reviews and escrow coordination.
• Coordinate acquisition and disposition lease administration activities.
• Provide billing instructions to Accounting/AR for base rent, operating expenses, and escalations.
• Implement automation and AI applications to improve workflow efficiency.

Skills

Excel

Microsoft Office

Communication

Leadership

Analytical

Education

BA/BS in Accounting, Finance, Real Estate, or related field

Tools

Yardi

Job description

COMPANY SUMMARY

Empire State Realty Trust, Inc. (NYSE: ESRT) is a NYC-focused REIT that owns and operates a portfolio of well-leased, top of tier, modernized, amenitized, and well-located office, retail, and multifamily assets. ESRT’s flagship Empire State Building, the “World's Most Famous Building,” features its iconic Observation Deck, ranked the #1 Top Attraction in New York City for the fifth consecutive year in Tripadvisor’s 2026 Travelers’ Choice Awards: Best of the Best Things to Do. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of March 31, 2026, ESRT’s portfolio is comprised of approximately 8.0 million rentable square feet of office space, 0.8 million rentable square feet of retail space and 743 residential units. More information about Empire State Realty Trust can be found at esrtreit.com and by following ESRT on Facebook, Instagram, TikTok, X and LinkedIn.

The dedicated team at ESRT is a collection of diverse individuals with a shared passion for excellence and a keen eye toward future growth. Headquartered in New York City, we harness the energy of the city in everything we do. We care for one another, work hard, and have a lot of fun doing it! We are Certified™ as a Great Place to Work® by the global authority, Great Place to Work®, on workplace culture, employee experience, and leadership behaviors. We prioritize and invest in the health and wellness of employees to attract, develop, and retain top-tier talent. ESRT values continuous employee development and encourages colleagues to excel in their roles and adapt to emerging business needs. From our crown jewel, The Empire State Building, to incredible buildings modernized for the 21st century, to outstanding customer service, and our decade-long leadership position in sustainability and energy efficient portfolio that is 100% fully powered by renewable wind electricity, we take pride in our work. ESRT seeks an equally passionate colleague to join the team, understand the vision and help achieve that vision.

POSITION SUMMARY

Empire State Realty Trust (ESRT) is seeking support for the Lease Administration Team. The Commercial Lease Administration Manager oversees the day-to-day operations of the Lease Administration function, ensuring the timely and accurate administration of commercial leases, strong internal controls, and data integrity within Yardi. This role manages the lease administration team, supports month-end close and financial reporting, partners with Leasing, Operations, Property Accounting, Legal, and Finance, and leads process improvements through automation and AI-enabled solutions.

The ideal candidate will possess strong technical lease knowledge, a collaborative approach to working with legal and leasing teams, and the ability to review and understand lease documents. This position plays a key role in maintaining compliance with company policies and ensuring tenant lease profiles are set up accurately lender requirements while contributing to process improvements and special projects related to lease administration.

RESPONSIBILITIES

LEASE OPERATIONS

• Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations
• Monitor lease administration workflows, critical deadlines, and department trackers
• Administer cash security deposits and letters of credit, including approved-bank review, receipt, replacement, transfer, reduction, release, drawdown, refund and escrow coordination
• Monitor tenant activation status, substantial completion, and deferral agreements
• Coordinate acquisition and disposition lease administration activities
• Provide direct billing instructions to Accounting/AR for base rent, percentage rent, license fees, utilities, and operating‑expense/tax escalations
• Implement automation and AI applications to improve workflow efficiency and reporting accuracy

CONTROLS & COMPLIANCE

• Ensure lease administration controls, policies, and procedures are maintained and followed
• Coordinate internal and external audit requests and review supporting documentation
• Review reconciliations, reports, and staff work for accuracy and completeness
• Support the secure implementation of AI-enabled tools in accordance with company policies and internal controls

SYSTEMS & REPORTING

• Maintain the accuracy and integrity of lease and property information within Yardi
• Coordinate reconciliations between Yardi and related systems
• Support month-end close, reporting, budgeting requests, and lease-related financial analyses
• Resolving discrepancies involving Salesforce, stacking plans, and other stakeholder source data
• Evaluate opportunities to enhance reporting and data management through automation

TEAM LEADERSHIP

• Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations. Manage, coach, develop, and evaluate lease administration staff
• Delegate responsibilities and monitor team performance and workload
• Promote continuous process improvement and operational efficiency

CROSS-FUNCTIONAL COORDINATION

• Serve as the primary liaison between Lease Administration, Leasing, Operations, Accounting, Legal, and tenants
• Provide lease interpretation and operational guidance, consulting Legal as appropriate
• Partner with Accounting, IT, and business leaders on process improvements and technology initiatives
• Document & Record Management
• Oversee the organization, retention, and security of lease documents and records
• Ensure lease files, notices, and supporting documentation are complete and properly maintained
• Coordinate timely distribution of lease information to internal and external stakeholders

WHAT SUCCESS LOOKS LIKE

• Timely activation of all lease documents and amendments and adherence to month-end close deadlines
• Maintaining strong internal controls and documentation that support audit readiness and minimize operational risk
• Building productive partnerships with Legal, Accounting, Property Management, and other cross-functional teams to resolve issues proactively and support business objectives
• Leading, developing, and mentoring the lease administration team by establishing clear expectations, driving accountability, and fostering continuous improvement
• Identifying opportunities to streamline processes, improve system utilization, and implement best practices that increase efficiency and data quality
• Supporting technology initiatives, system enhancements, and process improvements that strengthen the lease administration function and enable organizational growth

REQUIRED SKILLS / ABILITIES

• Proficient in accounting systems, Yardi Systems is a plus
• Proficient in Microsoft Office, with strong skills in Excel
• Strong communication skills
• Strong analytical skills
• Strong leadership skills

EDUCATION & EXPERIENCE

• BA/BS degree in Accounting, Finance, Business, Real Estate, or related field
• Five or more years of commercial real estate lease administration experience
• Supervisory or management experience preferred
• Working knowledge of commercial leases, Yardi, and Microsoft Office
• Strong analytical, organizational, communication, and problem-solving skills
• Ability to manage multiple priorities, maintain strong internal controls, and lead process improvement initiatives

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

WHAT YOU CAN EXPECT

At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our Company Culture & Success Factors –

• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll‑up‑your‑sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

• Competitive base salary and bonus
• Health/Dental/Vision insurance
• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
• Voluntary Enhanced LTD Program
• Voluntary Hospital, Accident, and Cancer Programs
• 401(k) with 100% match up to 5%
• Paid parental leave
• Pre‑tax transit accounts
• Employee Assistance Program for emotional, financial, and legal support

WELL-BEING

• Generous paid time off
• Flex remote work time
• Flex Summer Fridays
• Employee engagement programs
• Volunteer time off
• Continuing education
• Complimentary Empire State Building Observatory access
• Complimentary gym membership and other wellness benefits
• Employee Discount Programs

$120,000 - $135,000 a year

Salary is based on several factors including but not limited to education, work experience, job location, size of property where applicable, and/or certifications. In addition to your base salary, ESRT provides discretionary annual bonuses.

ESRT is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because they drive curiosity, innovation, and the success of our business. We do not discriminate based on race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, reproductive choices, age, marital status, veteran status, disability status, pregnancy, parental status, caregiver status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Reasonable accommodations that do not create an undue hardship for the Company are available for applicants and employees with disabilities or sincerely held religious beliefs.