Lease Administrator

Intelica; St. Louis (MO); On-site; USD 52,000 - 64,000; Full time

Job summary

Intelica is seeking a Lease Administrator to manage the lifecycle of lease agreements and maintain accurate, auditable records. You will monitor critical dates, invoice base rents and CAM charges, and work with legal and finance teams to mitigate risks while ensuring compliance across the portfolio.

The role requires attention to detail, strong organizational skills, and the ability to handle multiple leases and deadlines in a fast-paced environment.

Qualifications

• Bachelor's degree preferred in business, real estate, or finance.
• 2–4 years of lease administration experience.
• Strong knowledge of lease terms and documentation.

Responsibilities

• Review and interpret lease agreements, ensuring compliance.
• Maintain up-to-date lease files in a centralized database.
• Track key lease dates such as renewals and terminations.
• Ensure accurate documentation of rent schedules and escalations.
• Identify risks related to lease terms and coordinate with legal/management.
• File lease documentation physically and electronically for audits.
• Prepare summaries highlighting critical lease information.
• Manage relationships with external service providers.
• Serve as primary contact for tenants and landlords.
• Oversee billing and collection of Rent and Additional Rents.
• Prepare and distribute monthly/quarterly lease payment reports.
• Coordinate with accounting on invoicing and payments.
• Prepare periodic reports on portfolio performance.

Skills

Lease terms knowledge

Yardi

MS Office

Organization

Negotiation

Education

Bachelor’s degree

Tools

Yardi software

MS Office Suite

Job description

The Lease Administrator is responsible for managing and overseeing the lifecycle of lease agreements for properties and assets within the organization. This role ensures that all lease contracts are accurately maintained, critical dates are monitored, and financial obligations are met. The Lease Administrator works closely with legal, finance, and property management teams to ensure compliance, mitigate risks, and support the efficient operation of the organization’s lease portfolio.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

• Review and interpret lease agreements, ensuring compliance with terms and conditions.
• Maintain up-to-date lease files within a centralized database, ensuring all documentation, critical dates and other lease related materials are accurately recorded and logically organized.
• Track key lease dates (e.g., renewal, termination, rent increases, and option periods).
• Ensure accurate documentation of lease terms, including rent schedules, escalations, and service charges.
• Identify potential risks related to lease terms and work with legal and senior management teams to address them. Provide recommendations for lease improvements or adjustments based on current market conditions.
• Ensure that all lease-related documentation is properly filed, both physically and electronically, for future reference and auditing purposes.
• Prepare summaries and abstracts of lease documents, highlighting critical information such as lease term, rent payment schedules, and special clauses.
• Manage relationships with external service providers, including property management firms and contractors.
• Serve as the primary point of contact for tenants and landlords regarding lease administration issues.
• Oversee the billing and collection of all Rent and Additional Rents, including not limited to Base Rent, Operating Expenses (CAM, Real Estate Tax & Insurance, etc.), CPI Adjustments, and Direct Tenant Billings.
• Prepare and distribute monthly or quarterly reports on lease payment status and upcoming payment deadlines.
• Work closely with the accounting department to ensure accurate invoicing and payment processing.
• Prepare periodic reports on lease portfolio performance, including upcoming expirations, renewals, and vacancies between internal and external parties
• Review client invoices in conjunction with lease requirements and collect proper supporting back-up documentation from landlords/billing authorities and confirm all calculations are correct
• Conduct and prepare desktop audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, interpret, and analyze all charges for accuracy, in accordance with lease documents. Directly responsible for dispute resolution with landlord for any identified discrepancies

QUALIFICATIONS

• Bachelor’s degree in business administration, Real Estate, Finance, or a related field (preferred).
• 2-4 years of experience in lease administration, real estate management, or a related field.

Skills

• Strong knowledge of lease terms, lease documentation, and real estate industry practices.
• Proficiency in lease management software such as Yardi, MS Office Suite (Excel, Word, Outlook), and general office equipment.
• Excellent organizational skills and attention to detail.
• Strong communication and negotiation skills.
• Ability to manage multiple priorities and work under deadlines.