Real Estate Administrator

Apex Service Partners, LLC; Irving (TX); On-site; USD 65,000 - 75,000; Full time

Job summary

Apex Service Partners, LLC is seeking a Lease Administrator to manage a portfolio of commercial leases, ensuring data accuracy, critical dates, and financial obligations. The role supports Real Estate operations with renewals, site acquisitions, and landlord communications, requiring strong analytical skills and attention to detail.

The position focuses on lease data integrity, reporting, and collaboration with accounting, brokers, and internal teams to optimize occupancy costs and compliance.

Qualifications

• Bachelor’s degree or related field preferred.
• 2–3 years of commercial lease administration experience.
• Strong understanding of lease terminology and abstraction.
• Experience with industrial/flex/office portfolios.
• Proficient in MS Excel, Outlook, Word, PowerPoint.
• Familiarity with lease accounting standards (ASC 842/IFRS) is a plus.

Responsibilities

• Review and interpret commercial lease agreements, amendments, renewals, and related documents.
• Maintain accurate lease data in the administration system and track critical dates.
• Verify rent obligations, CAM, operating expenses, taxes, and insurance.
• Coordinate lease commencements, renewals, relocations, and terminations.
• Support budgeting, forecasting, and financial reporting related to occupancy costs.
• Collaborate with Accounting to ensure accurate rent payments and accruals.
• Prepare lease summaries and portfolio reports for decision-making.

Skills

Analytical skills

Attention to detail

Communication (written and verbal)

MS Office proficiency

Lease software experience

Multi-project management

Education

Bachelor’s degree in business/Real Estate/Finance/Accounting

Tools

CoStar Lease Administration

Visual Lease

LeaseHarbor

Job description

Overview

Job Title - Lease Administrator

Overview:

Apex Service Partners is a national leader in residential HVAC, plumbing, and electrical services, with 14,000 teammates across more than 225 locations in 46 states and over $3.5 billion in annual revenue. With backing from Alpine Investors and a strategic minority investment commitment from Apollo-managed funds, we combine substantial financial resources, national expertise, and growth opportunities with the local leadership and trusted brands that make our businesses successful. Our mission is to elevate the trades by investing in people and serving the operators who lead them. Whether leading a local business or supporting our partners on the national team, we share one purpose: give our teams the tools, talent, and support to build exceptional businesses, create meaningful careers, and deliver outstanding service to their communities.

Mission of the Role:

The Lease Administrator will be responsible for administering and maintaining a portfolio of commercial real estate leases, ensuring the accuracy of lease data, critical dates, financial obligations, and related documentation. This role will also provide direct support to Real Estate operations by assisting with lease renewals, site acquisitions, dispositions, landlord communications, reporting, and transaction‑related activities. The ideal candidate will possess strong analytical skills, attention to detail, and experience interpreting commercial lease agreements.

Key Responsibilities

• Review, abstract, and interpret commercial lease agreements, amendments, renewals, assignments, and other lease‑related documents.
• Maintain accurate lease data and documentation within the lease administration system.
• Track critical lease dates, including expirations, renewal options, rent escalations, notice deadlines, and termination rights.
• Calculate and verify rent obligations, operating expense reconciliations, CAM charges, taxes, insurance, and other lease‑related payments.
• Coordinate lease commencements, renewals, relocations, expansions, contractions, and terminations.
• Review landlord invoices and reconcile charges against lease terms.
• Assist with budgeting, forecasting, and financial reporting related to occupancy costs.
• Partner with Accounting to ensure accurate rent payments and accruals.
• Support real‑estate transactions by providing lease analyses and due diligence information.
• Communicate with landlords, property managers, brokers, attorneys, and internal business partners regarding lease matters.
• Identify and resolve lease discrepancies, compliance issues, and billing disputes.
• Prepare lease summaries, financial analyses, and portfolio reports to support real‑estate decision‑making.
• Maintain electronic lease files and ensure document retention standards are met.
• Assist with audits and ensure compliance with corporate policies and lease accounting standards.

Qualifications

• Bachelor’s degree in business, Real Estate, Finance, Accounting, or related field preferred.
• Minimum of 2-3 years of commercial lease administration experience.
• Strong understanding of commercial lease terminology and lease abstraction.
• Experience administering industrial/flex, office, or mixed‑use real estate portfolios.
• Familiarity with lease administration software platforms such as CoStar Lease Administration, Visual Lease, LeaseHarbor, or similar systems.
• Proficient in Microsoft Excel, Outlook, Word, and PowerPoint.
• Strong analytical, organizational, and problem‑solving skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• High level of accuracy and attention to detail.

Preferred Qualifications

• Experience supporting a multi‑state or national real estate portfolio.
• Knowledge of lease accounting standards (ASC 842/IFRS).
• Experience with CAM reconciliations, operating expense audits, and landlord dispute resolution.
• Commercial real estate, property management, or corporate real estate background.

Key Competencies

• Lease Analysis and Interpretation
• Financial Acumen
• Contract Management
• Attention to Detail
• Data Management
• Communication and Relationship Building
• Time Management
• Problem Solving

This position offers an opportunity to play a critical role in managing Apex Service Partners real estate portfolio while supporting strategic occupancy and financial objectives.

Posted Max Pay Rate

USD $75,000.00/Yr.

Posted Min Pay Rate

USD $65,000.00/Yr.