Lease Administrator

Park Madison Property Management; Columbus (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

Park Madison Property Management seeks a Lease Administrator to act as the primary contact between tenants and management, ensuring accurate lease data across the portfolio. You will manage data integrity, billbacks, and reconciliations using Yardi, while coordinating with accounting and facilities teams.

The role requires meticulous attention to detail, strong organizational skills, and the ability to thrive in a fast-paced, collaborative environment.

Qualifications

• 5+ years of experience in commercial lease administration.
• Hands-on Yardi experience; MRI experience a plus.
• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Strong interpersonal and tenant-facing communication skills.
• Able to manage competing deadlines and shifting priorities.
• Proficient in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP) and Adobe Acrobat.

Responsibilities

• Maintain current stack plans, occupancy reports, and suite inventory records for data integrity and consistency.
• Review and abstract leases, input data into Yardi, set up rent, expense pools, escalations, charges, and deposits.
• Coordinate new lease packages with accounting and manage commencements/terminations.
• Establish and manage reports for commencements, options, renewals, terminations, and notices.
• Track lease dates, deadlines, and guarantor requirements to avoid misses.
• Coordinate tenant move-ins/outs with facilities management and monitor openings.
• Collect and organize monthly retail and parking gross sales from tenants.
• Audit lease billing for accuracy and proper support.
• Run monthly billback calculations and apply recurring charges/credits.
• Own CAM, real estate tax, and insurance reconciliations including tenant billing.
• Assist with annual budget by confirming lease terms align with billing.
• Prepare estoppel certificates, SNDAs, and tenant docs for acquisitions/financings.

Skills

Attention to detail

Organizational skills

Tenant-facing communication

Analytical thinking

Problem solving

Education

Bachelor's degree in Accounting, Finance, Business Administration, or related discipline

Tools

Yardi

MRI

Microsoft Excel

Adobe Acrobat

Job description

The Lease Administrator is the primary point of contact between tenants and management/ownership who will position themselves as the team expert in lease requirements and analysis and ensuring smooth transactions across the multi-market portfolio. The role requires incredible attention to detail and a self-starter. The ideal candidate is highly organized, meticulous, and thrives in a fast-paced, collaborative environment.

Responsibilities:

• Maintain current stack plans, occupancy reports, and suite inventory records to ensure data integrity and consistency across leasing, property management, accounting, and marketing materials.
• Review and abstract new leases and amendments, input lease data into Yardi, and set up rent, expense pools, escalations, utility charges, and deposit amounts accurately
• Coordinate new lease packages with the accounting team and manage the setup of lease commencements and terminations
• Establish and manage critical reports to ensure data-integrity (commencements, options, renewals, terminations, notice periods, rent escalations, expirations, vacancies, commissions, and legal documents). Verify that all information is accurate and fully supported by lease documentation.
• Track critical lease dates, notice deadlines, and guarantor requirements to avoid missed obligations
• Memorialize lease commencement dates, coordinate tenant move ins and move outs with the facilities management team, monitor tenants opening for business
• Collect and organize monthly retail and parking gross sales figures submitted by tenants
• Perform periodic audits of lease billing to confirm charges are accurate and properly supported
• Run monthly billback calculations and apply recurring charges and credits
• Own the CAM, real estate tax, and insurance reconciliation process, including tenant billing and timely year-end delivery
• Assist with the annual budget cycle by confirming lease terms align with proposed billing
• Prepare, assemble, and coordinate estoppel certificates, SNDAs, and other tenant documentation as necessary for owner acquisitions, financings and dispositions
• Partner with property management, accounting, and legal to resolve lease issues and stay ahead of compliance requirements
• Monitor tenant accounts and ensure timely collection of rent and other receivables. Generate and distribute rent invoices and tenant billing statements.
• Investigate and resolve billing discrepancies and payment issues. Conduct collection efforts on delinquent accounts and maintain detailed records of collection activities. Coordinating collections, billbacks, and security deposit transactions
• Monitor security deposits, letters of credit, and guaranty requirements.
• Review posted payments, credits, and late fees, and keep account reconciliations current per lease terms
• Prepare default notices and liability exposure summaries for tenants and their guarantors

Qualifications

• 5+years of experience in commercial lease administration
• Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline
• Hands-on Yardi experience required, MRI experience as a plus
• Comfortable juggling competing deadlines and shifting priorities
• Strong interpersonal and tenant-facing communication skills
• Analytical, resourceful, and able to work through problems independently
• Working knowledge of Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP) and Adobe Acrobat