Lease Administrator

Cresa; Pittsburgh (Allegheny County); On-site; USD 52,000 - 78,000; Full time

Job summary

Cresa is seeking a Lease Administrator to manage daily lease administration tasks and ensure accurate data, reporting, and workflow between Portfolio Coordinators and Account Managers.

The role focuses on timely document processing, CPI/prorated rent adjustments, and collaboration with client teams to meet SLA-driven targets.

Qualifications

• Clear communication and documentation skills.
• Numerical accuracy for CPI calculations and rent adjustments.
• Proficiency with Windows and MS Office.
• 1+ year experience in Lease Administration or related field.
• Experience with CoStar, ManagePath, Visual Lease, or similar software.

Responsibilities

• Edit and maintain accuracy of lease data in the database.
• Enter new leases, changes, and related documents within required timeframes.
• Identify and resolve invoice discrepancies related to rent forecasts.
• Prepare monthly reporting and executive summaries as needed.
• Update databases and communicate account status to Managers.

Skills

Communication

Mathematical ability

Computer skills

Presentation skills

Education

Bachelor's degree or equivalent experience

Tools

CoStar

ManagePath

Visual Lease

Microsoft Office

Job description

The Lease Administrator is responsible for the accuracy of the database information, timeliness of reporting internally and the facilitation of the day to day workflow requirements between the Portfolio Coordinator and the Account Manager. This person shall administer the normal, daily operations for the Client account, among other tasks.

General Job Responsibilities

• DocLog processing - Edit and maintain accuracy of “Processed By” dates; “Processing Note”; “Process Stage” fields
• Timely document processing - Abstracting and data enter of new leases, change forms, etc. within timeframes required per contract and/or doc log
• Identify invoices that do/do not match the rent forecast and resolve exceptions, including, if necessary, interaction with Landlords and client in order to resolve issues.
• Run and prepare monthly reporting, including Executive Summary narrative if needed /rent forecasts /funds requests
• Update database using quality assurance reporting, revised by the Account Manager and /or self-performed. Ensure data is entered accurately and completely
• Advise Account Managers of account status via document tracking tools
• Respond to Account Manager’s questions relating to changes in the portfolio and lease administration activity
• Participate in and complete project work as assigned
• Complete CPI /prorated rent adjustments and estoppel reviews
• Assist with Client deliverables such as submission of monthly reports and rent recommendations
• Other duties as requested/required

Communication Skills – Medium

This person has good communication skills, including ability to discuss issues that are more complicated and defend a position both verbally and in writing. Comfortable interacting with Client.

Mathematical Skills – Medium

Intermediate math skills including calculating CPI increases, percentage change, etc. Some interpretive understanding.

Computer Skills – Medium

Database maintenance capabilities. Capability to create necessary spreadsheets and documents with analysis

Presentation Skills – Medium

Can attend a meeting as a resource to provide information about a point. Basic understanding of presentation software

Education, Training and Experience:

• Bachelor’s degree from a four-year college or university or one to two years related experience and/or training; or equivalent combination of education and experience.
• Proficient with Windows software
• Proficient in Microsoft Office software (Word, Excel, PowerPoint, etc.)
• 1+ year experience in Lease Administration
• Experience with CoStar, ManagePath, Visual Lease, or other lease administration software

Proficiency Measurements:

• Routine workflow is managed within SLA requirements.
• Processing targets are defined below as a guide:
• New Leases = 4 per day
• 2 abstracts per week are expected.
• Abstracting and data entry reflects 98% accuracy related to major items (DDO) and Client Protocol; 95% for all items.
• All invoices initially processed prior to rent roll.
• All reports generated using procedures and delivered to Account and/or Relationship Manager at least one day prior to due date.
• Daily/weekly plans shared with Account Manager of status for routine tasks

Physical Requirements:

• Ability to travel (minimal)

The physical demands and work environment that have been described is representative of those an employee encounters while performing essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

NOTE:

The job description is an overview of the functions, requirements and expectations for this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.

Cresa is committed to developing and maintaining a diverse workforce. Cresa strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.