Lease Administrator

Park Madison Property Management; New York (NY); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Health insurance

401(k)

Job summary

Park Madison Property Management in New York seeks a Lease Administrator who will act as the primary liaison between tenants and management, ensuring accurate lease requirements and smooth transactions across a multi-market portfolio. The ideal candidate is highly organized, meticulous, and a self-starter, with hands-on Yardi experience and strong Excel/Adobe skills.

You will manage commencements/terminations, critical reports, and rent-related billing, while supporting budgeting and compliance

Qualifications

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

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 creditsOwn 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

Skills

Attention to detail

Self-starter

Highly organized

Analytical

Tenant-facing communication

Education

Bachelor's degree in Accounting/Finance/Business Administration

Tools

Yardi

MRI

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 creditsOwn 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

Salary $80,000-95,000 plus bonus eligibility, health insurance, 401(k)