Lease Administrator

High Associates Ltd.; Lancaster (Lancaster County); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Healthy Rewards program

Wellness Center access

Vacation earned annually

401(k) retirement plan with company**

Tuition Assistance

Employee Assistance Program

High Family Foundation Scholarship

Job summary

High Associates Ltd. in Lancaster, PA, is looking for a Lease Administrator to join our team. The role focuses on preparing, administering, and maintaining commercial and industrial lease documents, ensuring accuracy across the lease lifecycle, and coordinating with leasing, accounting, and operations teams.

This is an in-office position, Monday–Friday, 8 AM–5 PM. You will manage lease data in MRI and other systems, prepare rent schedules, review terms, and support audits and special projects

Qualifications

• Proficiency in Microsoft Office applications including Word, Excel, Outlook and Teams.
• Strong written and verbal communication skills; excellent organizational skills and attention to detail.
• Experience with MRI Software or other property management systems preferred; ability to review and interpret legal documents.

Responsibilities

• Prepare commercial leases, amendments, renewals, extensions, terminations, and related documents accurately.
• Review lease documents for accuracy: dates, rental rates, operating expenses, renewal options, and terms.
• Verify terms and obtain approvals for modifications or special provisions.
• Maintain lease abstracts and system records reflecting executed documents.
• Enter and maintain lease data in MRI and other company systems for all properties.
• Calculate CAM, HVAC, and tenant charges; prepare rent schedules and statements.
• Collaborate with accounting on tenant billing and account balances.
• Prepare estoppels, SNDAs, and related documents; coordinate with management and tenants.
• Support audits, process improvements, and lease administration projects.
• Maintain organized lease files and documentation in compliance with policies.

Skills

Microsoft Office

Written and verbal communication

Lease document review

Attention to detail

Education

Paralegal certification

Real estate or property management coursework

Notary designation (preferred)

Tools

MRI Software

Property management systems

Job description

At High Associates, we do more than manage properties — we create environments where businesses and communities thrive.

As one of the twelve business lines within High Companies, we’ve been developing, leasing, and managing commercial and industrial real estate since 1980. Our success is built on a foundation of trustworthy relationships, innovative leadership, and a deep commitment to environmental stewardship and community well-being.

From our focus on environmental stewardship to our culture of service, we’re dedicated to creating long-term value for our clients, tenants, and neighbors that extends far beyond the buildings we manage.

Looking for a career where you can make an impact and grow with purpose? Join High Associates, where business meets opportunity.

High Associates located in Lancaster, PA is searching for a Lease Administrator to join their team!

The Lease Administrator is responsible for the preparation, administration, and maintenance Of all commercial and industrial lease documents, ensuring the accuracy and integrity of lease information throughout the lease lifecycle. This position serves as the primary point of contact for entering and maintaining lease data within property management systems and works closely With leasing, property management, accounting, and operations teams to ensure compliance With lease terms and company policies.

This is an in office position, working Monday-Friday 8AM-5PM.

Job Functions:

• Prepare commercial leases, amendments, renewals, extensions, terminations, and related lease documents for High Associates Ltd. properties in a timely and accurate manner.
• Review lease documents for accuracy, including lease commencement and expiration dates, rental rates, operating expense obligations, renewal options, and other business terms.
• Verify lease terms and obtain appropriate approvals for any modifications, amendments, or special provisions.
• Ensure lease abstracts, Comments, and system records accurately reflect executed lease documents.
• Manage the document tracking and follow-up process to ensure timely execution and return Of lease documents.
• Communicate regularly With leasing staff regarding active negotiations and pending lease transactions.
• Review, interpret, abstract, and maintain all lease-related documentation.
• Enter and maintain lease information in MRI and Other company systems for all managed properties.
• Calculate, review, and update Common Area Maintenance (CAM), HVAC, and Other tenant charges as required.
• Prepare rent schedules and rent statements for new leases, renewals, amendments, and other lease transactions.
• Collaborate With Accounting and Accounts Receivable personnel regarding tenant billing, account balances, and lease-related financial matters.
• Process security deposit refunds and related documentation within established company guidelines and timeframes.
• prepare and distribute lease commencement and lease expiration correspondence to tenants.
• Compile, analyze, and maintain leasing activity reports, including vacancy reports, occupancy reports, and lease expiration schedules.
• Monitor upcoming lease expirations and noti$ appropriate team members to support retention and renewal efforts.
• prepare, review, and coordinate estoppel certificates, subordination and non-disturbance agreements (SNDAs), and related documents to ensure accuracy and compliance.
• Draft ancillary lease documents, standard correspondence, and lease clauses for management review and approval.
• Research, track, and resolve lease administration issues, escalating matters to management when necessary.
• Serve as a liaison between landlords and tenants regarding lease administration matters and compliance With lease provisions.
• Partner With various departments to Obtain, verify, and distribute lease information as needed.
• Maintain electronic and physical lease files in accordance With Company record retention policies.
• Enter, maintain, and monitor tenant insurance information in MyCOI, ensuring certificates of insurance remain current and compliant with lease requirements.
• Support audit requests and provide lease documentation and reports as required.
• Assist with system testing, process improvements, and implementation of lease administration best practices.
• Assist with special projects and assignments as requested by management.
• Maintain and organize lease files, correspondence, and supporting documentation.
• Update and maintain lease administration procedures and workflow documentation.
• Provide administrative support related to departmental initiatives as needed.
• perform other duties as assigned.

Experience, Training and/or Education required:

• Proficiency in Microsoft Office applications including Word, Excel, Outlook and Teams.
• Strong Written and verbal communication skills. Excellent organizational skills and attention to detail.
• Experience With MRI Software or Other property management systems preferred.
• Ability to review and interpret legal documents, including commercial leases and related agreements.

License, Certificates or Registrations:

• paralegal certification preferred.
• Real estate, legal or property management coursework is a plus.
• Notary public designation is preferred but not required.

Working for The High Companies:

• Excellent benefits including medical, dental and vision available for full-time coworkers.
• Access to the Healthy Rewards program
• Access to High Health Wellness Center
• Vacation is offered to regular full-time coworkers and is earned annually on your anniversary date. You may carry over a portion of your hours into the next anniversary year.
• 401(k) Retirement Plan with a company match.
• Tuition Assistance with 100 percent reimbursement for approved courses and degree programs which are job related and approved in advance by your supervisor.
• Employee Assistance Program provides professional, confidential assistance for any type of personal issue you or your eligible dependents are experiencing.
• High Family Foundation Scholarship is awarded annually to the children of High co-workers who meet certain requirements. Recipients are awarded $5,000 for each year they are enrolled in a two- or four-year accredited degree program.
• Good Measure Award is presented periodically to an individual or team from each of the High companies who exemplifies The High Philosophy and who has gone above and beyond normal job responsibilities to provide "Good Measure".

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.