Lease Administration Manager: U.S. Retail Portfolio (Remote)

United Smart Tech; United States; À distance; USD 90 000 - 130 000; Plein temps

Résumé du poste

United Smart Tech is seeking a Lease Administration Manager for a U.S. retail portfolio. This remote role will own lease administration end-to-end, from signing through payments, audits, and renewals, with direct access to senior asset management leadership.

The role emphasizes accuracy, deadline discipline, and coordination with external auditors and property managers across multiple states. Growth path includes building a small team.

Qualifications

• 4+ years in U.S. retail or commercial lease administration or property accounting.
• Ability to read a U.S. shopping-center lease and abstract CAM, tax and insurance pass-throughs, options and provisions.
• Experience reconciling year-end lease reconciliations with landlords or audit firms.
• Experience managing certificates of insurance against lease requirements.
• Advanced Excel proficiency.
• Strong written and spoken English for direct correspondence with U.S. landlords and property managers.

Responsabilités

• Lease abstraction: convert new leases and amendments into clean data in the lease database (rent, CAM, tax, insurance, options, notices).
• Manage critical dates: options, renewals, TI deadlines, insurance renewals, estoppels; ensure no missed dates.
• Review pre-payment billing: base rent, CAM, taxes, insurance; build monthly payment file for Accounting; clear landlord exceptions.
• CAM and tax recovery: work with outside audit firm; test findings against lease language; track claims to credits/refunds.
• Issue certificates of insurance and maintain W-9s and landlord records with controls on banking changes.
• Set up rent at commencement and liaise with property managers; manage TI draw packages.
• Produce recurring lease reports and SOPs; maintain lease database as source of truth.

Connaissances

Lease administration

Advanced Excel

Attention to detail

Deadline management

Reading leases accurately

Formation

Accounting/Finance/Real Estate/Law degree

Outils

Yardi

MRI

Visual Lease

Lucernex

Description du poste

Job Description

Lease Administration Manager: U.S. Retail Portfolio (Remote)

Every month, landlords send bills for rent, CAM, taxes and insurance, and some of them are wrong. This role exists to catch those errors before they're paid and to recover the ones that already were.

The opportunity

Our client is a multi-brand restaurant franchisee with 180+ locations across multiple U.S. states, adding about 25 new leases every year. They need one person to own lease administration end to end, from the moment a lease is signed through every rent payment, audit and renewal.

You'll start as an individual contributor with direct access to senior asset management leadership. The plan is to hire an Associate beneath you, and you'll help define, train and supervise that seat.

This is a detail-and-deadline role, not a negotiating role. The real estate team negotiates the deals, and you make sure every signed lease is honored to the dollar and to the day.

What you'll own:

• Lease abstraction: Turn every new lease and amendment into clean data in the lease database. That covers rent and escalations, CAM/tax/insurance terms and caps, options, notice windows, exclusives and co-tenancy.
• Critical dates: Run the calendar for options, renewals, kick-outs, TI deadlines, insurance renewals and estoppels. A missed date costs real money, so none get missed.
• Pre-payment billing review: Check base rent, CAM, taxes, insurance and percentage rent against the lease. Build the monthly payment file for Accounting and clear exceptions with landlords.
• CAM and tax recovery: Work with the outside audit firm and pressure-test their findings against the actual lease language. Decide which claims to pursue, negotiate with landlords and track every approved claim to a credit or refund. You'll also screen year-end reconciliations as they arrive and flag tax-protest candidates.
• Insurance and compliance: Issue certificates of insurance to each lease's exact requirements. Keep W-9s and landlord records current, with verified controls on any banking change.
• New stores and landlord relations: Set up rent at commencement, file TI allowance draw packages and enforce landlord obligations. You'll also be the day-to-day contact for property managers.
• Reporting and building the function: Keep the lease database accurate as the team's source of truth. Produce the recurring reports (critical dates, rent roll, occupancy cost, audit savings, insurance compliance) and write the SOPs.

What success looks like:

• First 30 days: Learn the portfolio and systems, take over COI issuance and shadow the monthly rent run.
• Days 31–60: Own the monthly rent validation end to end, clear the abstraction backlog and stand up a clean critical date report.
• Days 61–90: Take over the audit firm relationship, run a full reconciliation cycle and propose the scope for the Associate role.

You're a fit if you have:

• 4+ years in U.S. retail or commercial lease administration, lease accounting or property accounting. Multi-site, restaurant or franchise portfolios are a plus.
• The ability to read a U.S. shopping-center lease and abstract it accurately, including CAM caps, exclusions, tax and insurance pass-throughs, options and notice provisions.
• The skill to read a landlord's year-end reconciliation against the lease, spot an improper charge and hold your position with a landlord or audit firm.
• Experience managing certificates of insurance against lease-specific requirements.
• Advanced Excel.
• Strong written and spoken English for direct correspondence with U.S. landlords and property managers.
• Exceptional accuracy and comfort owning a deadline calendar.
• Reliable high-speed internet, a quiet workspace and availability for the Central Time overlap.

Nice to have:

• A degree in Accounting, Finance, Real Estate, Business or Law.
• A lease administration platform (Yardi, MRI, Visual Lease, Lucernex or similar).
• Experience with e-signature tools, project-tracking tools and an ERP/AP system.
• Experience with new openings and TI collection.
• Experience working with a U.S. team from offshore.

Why this role:

• You'll own a function with a clear, measurable result: dollars recovered and dates protected.
• It's a real growth path, from sole owner to leader of a small team.
• You'll work directly with U.S. real estate, construction and finance leadership.

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