Commercial Leasing Administrator

Collett; Charlotte (NC); On-site; USD 52,000 - 73,000; Full time

Job summary

Collett is seeking a detailed Lease Administrator to manage commercial lease records for a Charlotte, NC real estate portfolio. You will monitor critical dates, track financal provisions, and coordinate with property management, accounting, tenants, and legal counsel to ensure timely and compliant lease administration.

This role emphasizes collaboration, confidentiality, and meticulous data management, including data entry in Yardi or MRI, preparing estoppel certificates, CAM reconciliations,

Qualifications

• Experience in commercial real estate lease administration.
• Proficient in lease terminology and critical date tracking.
• Strong attention to detail and ability to manage deadlines.
• Ability to maintain confidentiality and collaborate across departments.

Responsibilities

• Review, abstract, and maintain lease documents and amendments.
• Maintain lease data in Yardi Voyager and other systems.
• Track critical dates: lease commencements, expirations, renewals, escalations and notices.
• Coordinate lease-related billing: base rent, CAM, operating expenses, taxes and insurance.
• Prepare estoppel certificates and SNDA agreements; verify terms against leases.
• Assist with CAM reconciliations and rent escalations with accounting.
• Monitor tenant moves, renewals, and changes; file management and reporting.

Skills

Organizational skills

Analytical skills

Communication skills

Time management

Education

Associate's or Bachelor's degree in business/real estate/accounting

Tools

Yardi Voyager

MRI Software

Microsoft Excel

Job description

The Lease Administrator is responsible for maintaining accurate lease records, monitoring critical lease dates, tracking contractual obligations, and coordinating lease-related financial and administrative activities for a commercial real estate portfolio. This position works closely with property management, accounting, legal counsel, tenants, and other stakeholders to ensure lease information is accurate, deadlines are met, and lease obligations are properly administered.

Essential Duties and Responsibilities

• Review, abstract, and maintain commercial lease agreements, amendments, renewals, extensions, and termination documents
• Maintain accurate lease data in Yardi Voyager
• Track critical dates, including lease commencement and expiration, renewal options, rent escalations, and notice deadlines
• Monitor lease terms and contractual obligations and communicate upcoming deadlines to appropriate parties
• Coordinate lease-related billing information, including base rent, common area maintenance (CAM), operating expenses, taxes, insurance, and other tenant charges
• Facilitate the preparation, review, and execution of Tenant Estoppel Certificates and Subordination, Non-Disturbance, and Attornment Agreements (SNDA), verifying commencement dates, base rent, free rent periods, security deposits, defaults, and landlord/tenant obligations against lease agreements.
• Assist with annual CAM reconciliations, rent escalations, security deposit tracking, and other lease-related financial activities in coordination with accounting
• Monitor tenant move-ins, move-outs, renewals, amendments, and other lease changes.
• Maintain organized electronic lease files and ensure supporting documentation is complete and accessible
• Prepare lease expiration reports, critical date reports, and other management reports as needed.
• Respond to lease-related inquiries and coordinate with property management, accounting, tenants, landlords, and legal counsel
• Identify discrepancies, missing documentation, and potential lease compliance issues and elevate them appropriately
• Perform other related duties as assigned

Qualifications and Requirements

• Associate's or bachelor's degree in business, real estate, accounting, or a related field preferred; equivalent experience may be considered
• At least two years of experience in commercial real estate, specifically in lease administration
• Knowledge of commercial lease terminology, lease abstracts, critical dates, and lease financial provisions
• Proficiency in Microsoft Office, particularly Excel, and experience with lease administration platforms such as Yardi, MRI Software, or comparable systems
• Strong organizational, analytical, communication, and time-management skills
• High attention to detail and ability to manage multiple priorities and deadlines
• Ability to maintain confidentiality and work collaboratively across departments

COLLETT offers a competitive compensation and benefits package and is an Equal Opportunity Employer