Lease Administrator – Assistant

Jobtailor; Irvine (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Jobtailor in Irvine, CA seeks a detail-oriented Real Estate Administrative Specialist to support commercial property operations. You will manage records, process COIs, and prepare CAM and budget reports, while handling rent postings and vendor invoices with accuracy.

Ideal candidates have 2+ years in real estate accounting or admin support, familiarity with Yardi, and strong Excel skills to drive timely financial reporting and compliance.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or related field preferred (or equivalent work experience).
• 2+ years of experience in commercial property management, real estate accounting, or related administrative support.
• Experience with Yardi (preferred), including invoice processing, charge batches, and reporting.
• Familiarity with CAM reconciliations, operating budgets, and tenant billing processes.
• Experience handling COIs and vendor compliance documentation.
• Proficiency in Microsoft Office Suite, particularly Excel.

Responsibilities

• Maintain organized filing systems for efficient record management.
• Process tenant Certificates of Insurance (COIs), including data entry and notices.
• Prepare and distribute the Commercial AM Report.
• Generate balance due reports and issue tenant notifications.
• Post monthly commercial rent checks accurately and timely.
• Process invoices in Yardi and other platforms with proper coding and routing.
• Coordinate and manage utility transfers and account setup.
• Pull and prepare reports to support CAM reconciliations and budgets.
• Assemble reconciliation packages including rent statements and refund checks.
• Process full-service lockbox payments and postings.
• Review and clear open charge batches and receipts in AME.
• Resolve invoices pending in Payscan and follow up as needed.
• Review and post charge batches including late fees and sales tax.
• Review service contracts for accuracy and compliance with company standards.
• Track and maintain vendor COIs.

Skills

Data Entry

Record Management

Financial Reporting

Invoice Processing

Tenant Billing

Budgeting

Vendor Compliance

COI Processing

Reconciliation Packaging

Rent Posting

Utility Coordination

Education

Associate’s Degree

Bachelor’s Degree

Tools

Yardi

Excel

Microsoft Office

Job description

• Maintain organized filing systems to ensure efficient and accurate record management
• Process tenant Certificates of Insurance (COIs), including data entry and distribution of required notices
• Prepare and distribute the Commercial AM Report
• Generate balance due reports and issue tenant notifications as needed
• Accurately and timely post monthly commercial corporate rent checks
• Process invoices in Yardi and other platforms, ensuring proper coding and approval routing
• Coordinate and manage utility transfers, account setup, and ongoing maintenance
• Pull and prepare reports to support CAM reconciliations and annual budget processes
• Assemble reconciliation packages—including rent statements, reconciliation letters, and refund checks—for tenant distribution
• Process full-service lockbox payments, ensuring accurate posting
• Monitor and clear open charge batches and receipts within AME
• Review and resolve invoices pending in Payscan, including items requiring follow-up or additional action
• Review and post charge batches, including late fees and sales tax entries
• Review service contracts for accuracy and compliance with company standards
• Track and maintain vendor Certificates of Insurance
• Serve as backup support for Executive Suites operations as needed
• Process operating invoices for commercial managers without dedicated assistants via the centralized invoice email system
• Prepare general reports as requested by management
• Perform other duties as assigned to support departmental operations

Requirements

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or related field preferred (or equivalent work experience)
• 2+ years of experience in commercial property management, real estate accounting, or related administrative support
• Experience with Yardi (preferred), including invoice processing, charge batches, and reporting
• Familiarity with CAM reconciliations, operating budgets, and tenant billing processes
• Experience handling COIs and vendor compliance documentation
• Proficiency in Microsoft Office Suite, particularly Excel

Core Competencies

Demonstrates expertise in commercial property management and real estate accounting, with a strong focus on invoice processing, tenant billing, and compliance documentation. Proficient in utilizing Yardi and Microsoft Office Suite to support financial reporting and operational efficiency.

Highest-signal resume keywords

• Commercial Property Management
• Yardi Proficiency
• CAM Reconciliations
• Invoice Processing
• Tenant Billing Processes

ATS Optimization Keywords

Hard Skills

• Data Entry
• Record Management
• Financial Reporting
• Charge Batch Review
• Budget Preparation
• Vendor Compliance Documentation
• Certificate of Insurance Processing
• Reconciliation Package Assembly
• Monthly Rent Posting
• Utility Transfer Coordination

Certifications & Qualifications

• Associate’s Degree
• Bachelor’s Degree

Industry Keywords

• Real Estate Accounting
• Commercial Management
• Tenant Notifications
• Operating Budgets
• Service Contracts

Tools & Technologies

• Yardi
• Microsoft Office Suite
• Excel