Lease Administration Manager

Savills North America; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

Savills is seeking a Lease Administration Manager to lead the lease administration team for assigned clients. The role emphasizes managing day-to-day operations, coaching staff, and ensuring accurate reporting and data integrity across portfolios.

The position requires strong leadership, excellent communication, and in-depth knowledge of lease administration processes and technology. Collaboration with management and business development is essential.

Qualifications

• Excellent oral and written communication skills.
• Strong analytical, organizational, interpersonal and leadership abilities.
• Extremely accurate and detailed oriented.
• Extensive knowledge of lease administration technology platforms, specifically LeaseCalcs.
• Proficiency in MS Office products.

Responsibilities

• Manage the real estate administration and team activities; coach, develop staff and provide trainings.
• Provide account activity reports and status updates.
• Collaborate on onboarding and transitioning new accounts and lease administration processes.
• Review and interpret leases; provide lease analysis and interpretation to clients.
• Maintain lease dates, alerts and reporting dashboards; ensure data integrity.

Skills

Communication skills

Analytical skills

Attention to detail

Leadership

MS Office proficiency

Education

Bachelor’s degree or equivalent

Tools

LeaseCalcs

MS Office

Job description

Savills is an organization full of extraordinary individuals. Brilliant people who are driven to succeed, hungry to remain at the forefront of their specialties, and eager to propel themselves, our clients, and our business forward. We are one of the preeminent commercial real estate firms with services ranging from tenant representation and project management to workplace strategy and occupant experience - showcasing the breadth and depth of our expertise.

Find your place to thrive.

No matter the role you’re in, we all share one purpose: to help people thrive through places and spaces. The DNA ingrained in our business guides us on this mission, shaping the way we behave to deliver the best results. When you join Savills, our ask for you is simple:

Be extraordinary, together.

ABOUT THE ROLE

The Lease Administration Manager position is an integral part of the Lease Administration Team. This position is responsible for managing the lease administration functions for assigned clients and/or overseeing the team of individuals performing day-to-day lease administration services and support. Additional responsibilities may be assigned from time to time. Flexibility, a good attitude, a quick study and fostering education, motivation and positive morale within the team is key.

KEY DUTIES AND RESPONSIBILITIES

• Manage the real estate administration and team activities – facilitate a smooth operation and guide, coach and develop staff and perform trainings
• Provide account activity reports and status updates
• Collaborate with core management and business development team members in the implementation and transitioning of new accounts and developing the applicable lease administration processes
• Evaluate and format client report requests, assist in designing report specifications and evaluate report outcome
• Serve as an information resource – perform special projects, conduct research, and compile data
• Monitor database input and ensure its integrity
• Maintain good relationships with existing and new clients. This includes contacting the client frequently to ensure expectations are met.
• Be on scheduled client calls to address client requests or concerns. The client must be able to reach the managers (sometimes after normal working hours).
• Proactively recommend and initiate procedural enhancements to deliver lease administration services more efficiently and effectively to clients
• Perform other related duties and special projects as assigned.

Under minimal supervision, the manager role will be the key point of contact for lease administration matters for all assigned client accounts and/or reporting team members which may further include (but is not limited to):

• Manage delivery of lease administration services for assigned clients and assigned support staff in performing said tasks, including, but not limited to:
• Uphold integrity of assigned client real estate portfolio database(s).
• Audit lease documents to confirm completeness, prepare document inventory and exception item reports, resolving discrepancies.
• Maintain electronic document management, including OCR and uploading of all newly executed leased or owned property documents into applicable software solutions, renaming and uploading electronic files as needed.
• Review, interpret and abstract leases and other real estate documents into applicable software solutions in accordance with established protocols. Provide lease analysis and interpretation of lease information to clients.
• Perform quality reviews within client KPIs to maintain best in class database accuracy; partner and support team members in performing quality reviews as needed for other client accounts.
• Track, monitor, report and update all key lease dates in accordance with established alert date interval protocols, including lease expirations, termination/kick-out rights, renewals, contraction/expansion options, and tenant allowance deadlines. This also includes performing necessary action items and follow-up, as well as maintaining existing critical date report spreadsheet and the system distribution list for automated email alerts.
• Review and verify rent statements, monthly invoices and lease related expenses to comply with lease stated terms and conditions.Identify overbillings and resolve disputed amounts to mitigate occupancy costs. Enter approved variable expenses by expense category and cost code and confirm recurring expenses and rent steps.
• Perform recurring and non-recurring AP and AR processing for international and domestic client locations, generate monthly rent files and variance reports in accordance with client established processes and deadline dates.
• Perform accurate and detailed reconciliation of rent accounts and work with Landlords (and/or Tenants/Subtenants) to resolve any discrepancies.
• Conduct desk top reviews of annual estimates and year-end Common Area Maintenance (CAM)/Operating Expense (OPEX), Insurance, and Real Estate Tax reconciliations, advance for elevated review as needed.
• Timely prepare and distribute tenant improvement disbursement packages, perform follow-up and monitor prompt collection, as applicable, based on client specific SOWs.
• Prepare agreed upon monthly and ad hoc reporting packages; review, edit and distribute computer generated reports, as directed.
• COI coordination for Landlords and Tenant, draft notices, review and prepare responses to Landlord and Tenant communications for client approval.
• Perform Estoppel and SNDA fact verification and confirm lease compliance. Facilitate processing and monitor deadline dates for document return to Landlords.
• Coordinate efforts with in-house points of contact to facilitate vendor set-up, enter financial schedules, rent start and stop dates.
• Prepare and deliver monthly AR items (Tenant/Subtenant invoicing) , track and monitor income lease receivables and security deposit/LOC refunds/reductions
• Track Security Deposits on terminated or expired leases and LOC refunds and/or reductions.
• Assist management in resolving critical issues for clients.
• Provide ancillary lease administration duties such as facilitating and processing simple renewal and termination documents, commencement letters, etc.
• Lead bi-weekly client meetings and QBRs, foster and maintain client relationships

QUALIFICATIONS

• Excellent oral and written communication skills
• Strong analytical, organizational, interpersonal and leadership skills
• Extremely accurate and detailed oriented
• Extensive knowledge of lease administration technology platforms, specifically, LeaseCalcs
• Proficiency in MS Office products

PREFERRED EDUCATION AND EXPERIENCE

• Related bachelor’s degree or equivalent experience
• 5+ years directly related experience with supervisory/managerial background

Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic.

Savills participates in the E-Verify program.