Commercial Lease Administrator

First Midwest Group; Rockford (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

First Midwest Group in Rockford, IL is seeking a Leasing Administrator to support lease management across portfolios and collaborate with leasing, rental, accounting, and legal teams. The role focuses on administering lease lifecycles, ensuring compliance, data integrity, and timely reporting, with opportunities to improve processes and work with property managers and clients.

Candidates will coordinate with internal teams to ensure accuracy and timeliness of lease documents, data entry, and

Qualifications

• 4-7 years of real estate experience
• Bachelor's degree preferred
• Proficient with CoStar, Excel, and Yardi
• Excellent written and verbal communication and data accuracy

Responsibilities

• Prepare, review, and edit lease abstracts for completeness and compliance.
• Enter and transfer lease data into database systems.
• Maintain and update lease, property, and portfolio records.
• Retrieve and compile lease and portfolio information on request.
• Manage CAM reconciliation from start to finish.
• Build professional relationships with managers, clients, landlords, vendors.
• Communicate with clients and counsel regarding lease matters.
• Maintain daily lease document tracking and status.
• Prepare monthly production reports and metrics.
• Maintain lease files and databases to ensure accuracy.
• Create/update property databases for assets in portfolio.
• Assist Leasing Manager with special projects.

Skills

Lease admin

Real estate exp

CoStar

Yardi

Excel

Attention to detail

Data management

Communication

Multitasking

Documentation

Education

Bachelor's degree preferred

Tools

CoStar

Yardi

Microsoft Excel

Job description

First Midwest Group (FMG) is a regional leader in commercial real estate, land development, and operating businesses. At FMG, we are constantly evolving and expanding to be a powerhouse in our industry. We are excited to be adding a new position; Leasing Administrator. This position will work alongside our leasing, rental, accounting and legal teams to ensure compliance and excellent lease management.

SUPERVISION

Reports to and works under the general direction of the Chief Financial Officer

ESSENTIAL FUNCTIONS

A Lease Administrator is responsible for administering and managing lease agreements throughout their entire lifecycle. Duties include coordinating new lease execution, maintaining accurate lease documentation, tracking key dates and obligations, auditing lease records, and ensuring compliance with lease terms. Lease Administrators may support a dedicated real estate portfolio, oversee leases for multiple organizations, operate as independent consultants, or serve in a combined lease administration and property management capacity.

Key Responsibilities

• Prepare, review, and edit lease abstracts to ensure completeness, accuracy, and compliance with lease terms.
• Verify, enter, and transfer lease and property data from paper and electronic sources into database systems.
• Maintain and update existing lease, property, and portfolio records to ensure data integrity and accuracy.
• Retrieve and compile lease, property, and portfolio information from database systems and electronic files upon request.
• Manage all CAM reconciliation from start to finish.
• Establish and maintain professional relationships with property managers, accounting teams, area managers, clients, landlords, vendors, and other portfolio stakeholders.
• Communicate effectively, both verbally and in writing, with clients, landlords, legal counsel, and third-party service providers regarding lease administration matters.
• Manage and maintain a daily lease document tracking system to monitor lease activity and documentation status.
• Prepare monthly production reports and tracking metrics to support operational and client reporting requirements.
• Maintain lease files and database records to ensure information is current, accurate, organized, and maintained at institutional-quality standards.
• Process and deliver client-specific reports in accordance with contractual and operational requirements.
• Create, update, and maintain property databases for all assets within the assigned portfolio.
• Participate in team meetings and contribute to the development and achievement of individual annual performance goals.
• Attend seminars, workshops, and training programs to enhance professional knowledge and industry expertise.
• Provide administrative support and perform general office duties related to lease administration and portfolio management.
• Assist the Leasing Manager with special projects and perform additional duties as assigned.

Qualifications/Skills

• 4-7 years of experience in real estate.
• Bachelor's degree preferred.
• Proficiency in CoStar, Microsoft Excel and Yardi.
• Strong attention to detail and commitment to data accuracy.
• Proficiency in database management, data entry, and document control.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong organizational, analytical, and problem-solving abilities.
• Proficiency with Microsoft Office Suite, database systems, and lease management platforms.
• Ability to build and maintain professional relationships with internal and external stakeholders.