Lease Administrator

Colliers International; Georgia; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical benefits

401(k) match

Vacation & holidays

Parental leave

Annual bonus

Job summary

Colliers International is seeking a Lease Administrator to manage global lease administration functions, client and vendor relationships, and to centralize schedules, reports, and processes for the lease administration team.

The role requires collaboration with clients, understanding portfolio strategies, accurate contract maintenance, and proactive management of risks and escalations to ensure high service delivery and client satisfaction.

Qualifications

• Bachelor’s or Associate degree in business, accounting, real estate, or related field.
• 3+ years in commercial real-estate lease administration and/or accounting or property management.
• Experience with commercial real-estate databases (Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan).
• Proven success managing multi-line global accounts (1,000+ leases).
• Proficient with Microsoft Office (Word, Excel, PowerPoint).

Responsibilities

• Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters.
• Understand client objectives, portfolio strategy, and service expectations.
• Maintain client agreements, scope of work, fee structure, and billing information in the system.
• Ensure accurate entry and maintenance of client contracts in WorkTrac.
• Conduct regular meetings to present portfolio updates, metrics, and reports.
• Develop and maintain governance programs for reporting cadence and communications.
• Track expirations, option dates, and critical lease information.
• Manage escalations and mitigation strategies to ensure timely resolutions.
• Oversee global team delivering services per client contracts and processes.
• Assist with onboarding transitions for new accounts and playbooks with leadership guidance.

Skills

Independent worker

Leadership

Collaboration

Time management

Communication

Attention to detail

Analytical thinking

Education

Bachelor’s/Associate degree in business/real estate or related field

Tools

Visual Lease

APEX

ProLease

CoStar

WorkTrac

Lucernex

Planon

Manhattan

Job description

The Lease Administrator is responsible for managing lease administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the lease administration team.

Responsibilities

• Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters.
• Understand client business objectives, real-estate portfolio strategy, and service expectations.
• Maintain a thorough understanding of client agreements for assigned accounts, including boundaries of scope of work, fee structure, billing frequency and payee information.
• Ensure this information has been correctly entered and maintained as a client contract in WorkTrac.
• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
• Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.
• Track, maintain, and communicate all expirations, option exercise dates, and other critical information.
• Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
• Manage client escalations and ensure timely resolution of issues.
• Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.
• Oversee and ensure the global team is delivering services per the client-specific process and contract.
• Participate in presentations to new or existing clients for new business pitches.
• Manage assignments and delegation of database management tasks to global team members.
• Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.
• Prepare and lead with impactful communication and professional presence.
• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
• Maintain a general understanding of AI technology and openness to adapting to the evolution of technology.
• Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.
• Provide final QC for abstraction process as may be required for assigned accounts.
• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Confirm and approve monthly client billing.
• Ensure that all pass-through expenses are billed in accordance with contract and internal process.
• Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
• Prepare monthly rental payment schedules.
• Track A/R for assigned clients and elevate to appropriate parties.
• Reconcile accounts with outstanding balances and work with landlords and clients to resolve any disputes.
• Assist with monitoring, reviewing and approving all rent, CAM, operating expense, tax and insurance payments to landlords, including reviewing leases to ensure accuracy of all charges.
• Review and validate Consumer Price Index adjustments as provided in legal documents.
• Maintain file systems, including the data integrity of information contained in the database application used for tracking all tenant and lease-related data.
• Maintain a record of exceptions and resolve within the database.
• Assist transition manager with new account onboarding and transition process for assigned accounts.
• Responsible for maintenance of account process, procedures and playbooks working closely with director to maintain and update as needed, ensuring consistency and compliance with overarching departmental requirements.

Qualifications

• Associate’s or Bachelor’s degree in business, accounting, real-estate, or a related field. Preferred.
• At least three years of relevant experience in the commercial real-estate lease administration industry and/or accounting and property management fields, having worked in either the landlord or tenant sector.
• Working experience with commercial real-estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or similar portfolio management database systems.
• Expertise and documented success working on multi-line global accounts with 1,000+ leases and a global account management structure.
• Intermediate proficiency with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
• Strong independent work ability, preferably remotely, with excellent time-management skills.
• Leadership, collaboration, a drive for service delivery, and high effectiveness in managing both people and tasks.
• Proactive, self-starter, team player, analytical and critical thinker with high attention to detail and follow-through.
• Excellent communication and organization skills, consistent follow-through, meeting commitments and deadlines.
• Strong professional presence reflecting integrity, maturity, and confidence in all interactions.

Benefits

• Employer-subsidized medical benefits, including RX, dental, vision, and employer-paid basic life/AD&D insurance and short-term/long-term disability.
• 401(k) plan with employer match.
• 10 days of sick leave and a minimum of 15 days vacation annually (certain senior-level roles eligible for unlimited time off). 10 paid holidays plus two personal flex days throughout the calendar year.
• 12 weeks of paid parental leave for birth parents and 4 weeks for non-birth parents (including adoptive/foster parents) after 90 days of employment.
• Opportunity for annual bonus based on company and individual performance.
• Additional benefits may be available under applicable state law.

Equal Employment Opportunity Statement

Colliers International provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, or any other characteristic protected by law.