Lease Administrator (admin)

Colliers International; Central City (KY); Remote; USD 55,000 - 85,000; Full time

Benefits offered by this job

Medical benefits

Dental & Vision

Life/AD&D Insurance

Disability insurance

Holidays & personal days

Remote work option

Job summary

Colliers International is seeking a Remote Lease Administrator to manage lease administration functions, client and vendor relationships, and reporting for a global portfolio. The role focuses on small to midsized accounts within a global account management structure and involves ensuring accurate lease data and contract compliance.

The position requires 3+ years in CRE lease administration or related fields, experience with major database applications, and strong time management and customer

Qualifications

• Associates or Bachelors degree preferred.
• At least 3 years of relevant experience in commercial real estate lease administration, accounting, or property management.
• Experience with CRE database apps such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or similar.
• Experience with multi-line global accounts (1000+ leases) within a global account management structure.
• Intermediate proficiency with Microsoft Office (Word, Excel, PowerPoint, OneNote).
• Able to work independently, remotely, with strong time management and customer service skills.

Responsibilities

• Manage lease administration functions, client/vendor relationships, and schedules/reports for the lease admin team.
• Support small to midsized accounts and/or operate under a global account management structure.
• Serve as main contact for clients and internal stakeholders on global lease administration matters.
• Understand client objectives, real estate portfolio strategy, and service expectations.
• Ensure accurate data entry of lease information and pass-through expenses per contracts.
• Conduct regular portfolio updates, key metrics, and performance reports with clients.
• Identify account risks and manage mitigation strategies; drive solutions.
• Oversee global team delivery per client process and contract; supervise database tasks.
• Establish weekly calls and internal communications cadence with global lease admin team.
• Oversee abstraction/input of rental obligations as per client standards; provide final QC.
• Monitor and approve Rent, CAM, Operating Expense, Tax, and Insurance payments to landlords.
• Review Consumer Price Index adjustments as per legal documents.
• Maintain data integrity of Tenant/Lease information in the database.
• Assist transition manager with onboarding of new accounts.
• Maintain account processes and playbooks with Director guidance.

Skills

Remote work experience

Time management

Customer service

MS Office proficiency

Education

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

Tools

Visual Lease

APEX

ProLease

CoStar

WorkTrac

Lucernex

Planon

Manhattan

Job description

Our people are passionate, take ownership and always do what’s right for our clients, people and communities. This is a Remote working arrangement out of Various locations listed.***

Job Responsibilities

• 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
• 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.
• Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
• 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.
• 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.
• 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.
• Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process.
• 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.

Qualifications

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

Compensation & Benefits

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.

Employees (and their families) are provided options for employer subsidized medical benefits including RX, dental, vision as well as employer paid basic life/AD&D insurance and short-term/long-term disability. Employees will also enjoy 10 paid holidays plus two personal flex days throughout the calendar year. We are creating a talent pipeline for anticipated vacancies. Colliers does not use AI-enabled tools to sort or decline applications. LI-Remote

Employment Details

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.

Equal Opportunity & Accommodations

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 accommodations@colliers.