Lease Administrator

Colliers International; Louisville (KY); Remote; USD 67,000 - 73,000; Full time

Benefits offered by this job

Employer subsidized medical benefits

401k with employer match

Paid holidays + vacation + sick leave

Job summary

Colliers is seeking a Lease Administrator for a remote role spanning multiple US locations. You will manage lease administration, client relationships and reporting for small to midsized accounts within a global structure.

Ideal candidates will have 3+ years in commercial real estate lease administration, proficiency with lease databases, and strong time management. Excellent communication and a client-focused approach are essential.

Qualifications

• Associates or Bachelors degree in business, accounting, real estate or similar field preferred.
• At least 3 years of relevant experience in commercial real estate lease administration or related fields.
• Experience with commercial real estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan or similar.
• Experience with multi-line global accounts (1,000+ leases) and global account management structures.
• Intermediate proficiency with Microsoft Office tools (Word, PowerPoint, Excel, OneNote).
• Proven ability to work independently, preferably remotely, with strong time management skills.
• Leadership, collaboration and a demonstrated track record of delivering service excellence.
• Analytical thinkers with high attention to detail and follow-through.
• Strong customer service skills and professional presence.

Responsibilities

• Serve as the main contact for clients and internal stakeholders on global lease administration.
• Understand client objectives, real estate strategy and service expectations.
• Maintain client contracts in WorkTrac with accurate scope, billing and terms.
• Conduct regular meetings to present portfolio updates and performance reports.
• Develop and maintain client governance programs and communication cadences.
• Track expirations and critical lease dates; manage risk and mitigation actions.
• Coordinate with global team to ensure contract compliance and service delivery.
• Support new business pitches and onboarding for assigned accounts.
• Oversee data management, dashboards and database integrity.

Skills

Client governance

Relationship management

Communication

Time management

Analytical thinking

Problem solving

Education

Bachelor's degree or associate degree in business/real estate

Tools

Visual Lease

APEX

ProLease

CoStar

WorkTrac

Lucernex

Planon

Manhattan

Job description

Make your next move an expert one.

At Colliers it's not our success that sets us apart, it's how we achieve it. Our people are passionate, take ownership and always do what's right for our clients, people and communities.

Why Colliers?

Our enterprising environment needs your expertise to facilitate Colliers' continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

***This is a Remote working arrangement out of Various locations listed.***

About you

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. The focus within this role will be small to midsized accounts and/or under a global account management structure

In this role, you will...

• 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 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 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.

• 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. Responsible for ensuring 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 insure 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.

What success looks like

• Associates or Bachelors degree in business, accounting, real estate, or similar field preferred.

• Qualified candidates will have at least 3 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) 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 other portfolio management database systems.

• Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.

• Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).

• Must be effective and have successful track record of working independently, preferably remotely, and possess strong time management skills.

• Leadership. Collaboration. Driven to success in service delivery and highly effective in managing both people and tasks.

• Proactive, independent, self-starter, team player.

• Analytical and critical thinkers with high attention to detail and follow through.

• Provides high degree of professional customer service to both internal and external parties.

• Excellent communications and organization, follow-through and follow-up, meet commitments and deadlines.

• Demonstrate a strong professional presence that reflects integrity, maturity, and confidence in all interactions.

Pursuant to the laws regarding job postings where the position is, Colliers disclosing the following information:

Approximate Compensation Range for Role: $66,759 to $72,577

Area/Location Specific: Various locations listed above

Our Compensation ranges are determined by role, level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Benefits

• Employees (and their families) are provided options for employer subsidized medical benefits include RX, dental, vision as well as employer paid basic life/AD&D insurance and short-term/long-term disability.
• Employees are able to enroll in our company's 401k plan, which includes an employer match.
• Employees will also receive 10 days of sick leave and a minimum of 15-days vacation annually.
• Certain senior-level roles are eligible for unlimited time off.
• Employees will also enjoy 10 paid holidays plus two personal flex days throughout the calendar year.
• Twelve weeks (for birth parents) and 4 weeks (for non-birth parents, including adoptive/foster parents) of paid parental leave will also be available for use after successful completion of 90 days of employment.
• Individuals may be eligible for different or additional benefits under applicable state law.

Bonus

• This position is eligible for an annual bonus, based on company and individual performance

This posting is for an existing vacancy within our organization.

Colliers does not use AI-enabled tools to sort or decline applications. All decisions are made by our talent acquisition team.

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Make your next move an expert one and join us as we lead the industry into the future.

Applicants must be currently authorized to work in the United States on a full-time basis. The employer will not sponsor applicants for work visas.

Applications will be accepted on an ongoing basis.

Colliers respects diversity and is an equal opportunity employer. No employee or applicant for employment will be discriminated against on the basis of any actual or perceived membership in any protected category including race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. If you are a qualified applicant who requires reasonable accommodation to complete a job application, pre-employment testing, a job interview or to otherwise participate in the hiring process, please contact [e-mail] for assistance.