Lease Administration Supervisor, Accounting & Finance

Heartland Dental; Indianapolis (IN); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Generous benefits package

Career growth

Job summary

Heartland Dental is seeking a Lease Administration Supervisor in Indianapolis to ensure accurate recording of real estate leases and coordination with internal departments. You will supervise a team, oversee lease records, and drive reconciliations and reporting for a growing multi-location portfolio.

The role requires a Bachelor’s degree in a related field and five or more years of lease administration experience, with strong analytical and communication skills. Equal opportunity employer.

Qualifications

• Bachelor’s degree in accounting/real estate or related field.
• Five+ years in lease administration or related real estate accounting role.
• Experience leading or supervising others.
• Detail-oriented with strong accuracy and follow-through.
• Proficiency with MS Outlook, Excel, Word.

Responsibilities

• Supervise day-to-day lease administration team activities and performance.
• Oversee leasing records across Heartland Dental’s portfolio and reconcile data.
• Ensure accuracy of lease agreements, amendments, renewals, and terminations in the system.
• Review rent calculations and supporting docs for timely payments.
• Coordinate with cross-functional teams to align contracts, records, payments, and reporting.
• Support audits with lease documentation and reconciliations.
• Assist leadership with portfolio reporting and system enhancements.

Skills

Verbal communication

Written communication

Customer service

Analytical skills

Organizational skills

Detail oriented

Multitasking

Education

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

Tools

Lease management software

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.