Lease Administration Supervisor, Accounting & Finance

Heartland Dental LLC; Indianapolis (IN); On-site; USD 75,000 - 110,000; Full time

Job summary

Heartland Dental LLC is seeking a Lease Administration Supervisor to oversee day-to-day lease dos and ensure accurate record-keeping across a growing real estate portfolio. You will lead a team, coordinate with Real Estate, Legal, and Accounting, and optimize lease processes.

The role emphasizes accuracy, timely payments, and strong collaboration with internal partners to maintain consistency between contracts, records, and reporting. On-site work in Indianapolis area is expected.

Qualifications

• Five+ years of lease administration, real estate accounting, property accounting, or related field.
• Experience leading, supervising, training, or providing work direction to others.
• Detail-oriented, process-driven with strong accuracy and follow-through.
• Proficient in Microsoft Outlook, Excel, and Word.

Responsibilities

• Supervise, prioritize, and review day-to-day lease administration work.
• Oversee tracking and administration of real estate leases across the portfolio.
• Ensure lease agreements, amendments, renewals, terminations recorded accurately.
• Review rental payment calculations and supporting documentation for timeliness and accuracy.
• Oversee recording, reconciliation, and collection of security deposits and sublease income.
• Manage landlord and property management contact changes in lease records.
• Review CAM and NNN reconciliations.
• Monitor lease covenant requirements and compliance reporting.
• Provide responsive service to offices and internal partners regarding lease questions.
• Partner with Real Estate, Legal, Accounting, AP, Treasury, Insurance, and other departments.
• Establish documented procedures, controls, workflows, and portfolio tracking tools.
• Identify gaps and opportunities to improve accuracy, timeliness, scalability, and service.
• Support audit requests with lease docs and reconciliations.
• Assist leadership with portfolio reporting and system enhancements.

Skills

Leadership experience

Detail-oriented

Organizational skills

Analytical skills

Customer service

Education

Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Lease Administration Supervisor, Accounting & Finance

Due to rapid growth over the last three years and anticipated growth over the next three to five years, Heartland Dental is adding depth to its leasing team. The Lease Administrator will play a crucial role to ensure all leases entered into by Heartland are recorded and accurately reflected in the lease management software. In addition, this role will be a liaison between the multiple internal departments involved in the execution of lease agreements.

We’re the billion-dollar company you’ve never heard of.With more than 1,400 dental offices supported across 38states, over 10,000 team members and over 2,300 supported doctors in our support, Heartland Dental has a proven track record of growth and success. We’re looking for professional individuals who are open, positive and mentally flexible to join our network of support.

We are hardworking, fun loving and fast growing – looking for our next perfect fit! Do you want to be part of building the success of Heartland Dental’s next 20 years?

To give you an idea of team structure, you will work on a team of other professionals, reporting to the Senior Manager of Leasing and Capital Expenditures.

Below is an overview of the duties and responsibilities you would take on in this role:

• Supervise, prioritize, and review the day-to-day work of lease administration team members, including workload assignment, coaching, training, and performance feedback.
• Oversee the tracking and administration of real estate leases across Heartland Dental’s expanding portfolio.
• Ensure lease agreements, amendments, renewals, terminations, and other changes are recorded completely and accurately in the lease management system.
• Review recurring rental payment calculations and supporting documentation to promote timely and accurate payments for supported offices.
• Oversee the recording, reconciliation, and collection of security deposits and sublease income.
• Manage landlord and property management contact changes and related updates within lease records.
• Review common area maintenance (CAM) and triple-net (NNN) reconciliations
• Monitor lease covenant requirements and support timely, accurate compliance reporting.
• Provide responsive customer service to supported offices and internal business partners regarding lease-related questions.
• Partner with Real Estate, Legal, Accounting, Accounts Payable, Treasury, Insurance, and other departments to promote consistency between lease contracts, system records, payments, and reporting.
• Establish and maintain documented procedures, review controls, workflow standards, and portfolio tracking tools.
• Identify process gaps, recurring issues, and opportunities to improve accuracy, timeliness, scalability, and internal service.
• Support internal and external audit requests by providing lease documentation, reconciliations, and evidence of review.
• Assist leadership with portfolio reporting, special projects, system enhancements, and other lease administration initiatives.
• Additional projects as assigned.

Minimum Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or a related field.
• Five or more years of relevant experience in lease administration, real estate accounting, property accounting, contract administration, or a related field.
• Prior experience leading, supervising, training, or providing work direction to others.
• Detail-oriented, process-driven approach with strong accuracy and follow-through.
• Strong computer skills, including proficiency with Microsoft Outlook, Excel, and Word.
• Strong organizational and analytical skills, with the ability to manage multiple priorities in a deadline-driven environment.
• Excellent verbal, written, interpersonal, and customer-service skills.
• Ability to interpret lease provisions and translate contractual requirements into accurate system records, payments, reconciliations, and follow-up actions.

Desirable Qualifications

• Experience with lease management or lease accounting software.
• Experience with enterprise resource planning system.
• Experience reviewing CAM and NNN reconciliations.
• Experience supporting a high-volume, multi-location real estate portfolio.
• Knowledge of internal controls, audit support, and process documentation.

Physical Requirements:

• Ability to perform essential duties satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position
• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

We put our people first at Heartland Dental, and that shows in our generous benefits package.

Company retains the sole discretion to change the duties of the position at any time.

We provide all employees and applicants for employment the protections of federal, state, and local laws affording equal opportunity in employment.