Lease Administrator

Prime Communications; Sugar Land (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Prime Communications is seeking a Lease Administrator to manage the end-to-end lease administration lifecycle for retail locations. The role involves ensuring lease data accuracy, compliance, and timely processing of rents while maintaining strong communication with landlords.

The ideal candidate will have 2-3 years of lease administration experience, particularly in a retail environment, and possess strong attention to detail and professional communication skills.

Qualifications

• 2-3 years lease administration experience.
• Strong knowledge of rent schedules, CAM/NNN, and statement review.
• Clear communication skills with landlords and internal stakeholders.

Responsibilities

• Manage end-to-end lease administration lifecycle for retail locations.
• Review and reconcile landlord statements and budgets.
• Partner with Accounts Payable for payment requests and resolving exceptions.

Skills

Lease administration experience

Attention to detail

Professional communication

Excel/Sheets skills

Tools

Leasing software

Great Plains

AP ticketing/case workflows

Job description

Manage the end-to-end lease administration lifecycle for a portfolio of retail locations. Ensure lease data accuracy, compliance with lease terms, timely rent and additional rent processing, and strong landlord communication. Partner cross-functionally with Accounts Payable, Real Estate/Dealmaking, Legal, and Facilities to resolve issues quickly and protect the business.

Job Description

• Lead and support a distributed Lease Admin/Legal support team: training, workload management, SOP updates, escalations, and inbox management (Lease Admin + ACH).
• Review and reconcile landlord statements and budgets (CAM/NNN); update expense ranges and lease system data after verification.
• Manage annual reconciliation processes: validate parcels/GLA/taxes, track disputes, and escalate unresolved issues appropriately.
• Abstract leases, amendments, renewals, financial data.
• Oversee lease abstraction quality: confirm key dates, dollars, options, renewals, escalations, operating expenses, and critical terms; resolve discrepancies with landlords.
• Maintain lease records in the lease system (dates, schedules, options, expenses); audit portfolio data (square footage, payees/remittance, escalations) to reduce errors.
• Requires continuous communication and follow up with landlord regarding any rental & lease obligations.
• Calculate and confirm base rent, additional rent, escrows, credits, abatements, TI credits, reimbursements, and security deposit credits per lease terms.
• Partner with Accounts Payable to submit payment requests, resolve exceptions/returned payments, and ensure accurate payee/ACH setup.
• Serve as a primary landlord contact for remittance changes, payment timing, documentation requirements, and issue resolution.
• Track defaults, negotiate/coordinate late-fee waiver requests when appropriate, and maintain accurate ledgers and case documentation.
• Manage mail/document routing (statements, COIs, legal notices, utilities, etc.) to ensure timely handling and recordkeeping.
• Support vacates track deadlines, issue vacate notices, confirm receipt, and update closure dates in the system.

Qualifications

• 2-3 years lease administration experience
• Proven experience in retail/commercial lease administration (portfolio environment preferred).
• Strong knowledge of rent schedules, escalations, CAM/NNN, statement review, and annual reconciliations.
• High attention to detail, strong follow-through, and ability to manage competing priorities.
• Clear, professional communication skills with landlords and internal stakeholders.
• Comfort working with finance/AP processes and resolving payment exceptions.
• Experience with Leasing software, Great Plains, and AP ticketing/case workflows.
• Strong Excel/Sheets skills for tracking, reconciliation, and reporting.