Senior Lease Administration Manager

Prime Communications; Sugar Land (TX); On-site; USD 110,000 - 150,000; Full time

Job summary

Prime Communications seeks a seasoned Lease Administration Leader to manage a team of five Lease Administrators and own the full lease lifecycle for a large retail portfolio. You will drive CAM/NNN reconciliations, occupancy cost analysis, and dispute resolutions with landlords while overseeing data integrity in lease systems and related reporting.

You will mentor the team, implement AI-enabled reconciliation improvements, and partner with Accounting/FP&A on budgets and variances.

Qualifications

• 8+ years lease administration experience including 3+ years managing a team.
• Experience with CAM/NNN reconciliation, tax, insurance, and landlord negotiations.
• Proficiency with lease documents and amendments; read/interpret leases.
• Strong Excel skills and data analysis; experience with ERP systems.

Responsibilities

• Lead and develop five Lease Administrators; set workload, hiring and onboarding, performance reviews.
• Own end-to-end CAM/NNN reconciliation cycle; dispute strategy and recovery tracking.
• Drive process improvements using automation/AI for reconciliation and reporting.
• Produce periodic reporting to Executive Director and VP of Real Estate.
• Negotiate with landlords on charges; escalate to Legal when necessary.
• Manage critical date calendar for renewals, notices, and kickouts.
• Ensure data integrity in lease system and dashboards; audit payees and remittance.

Skills

Leadership

Team management

Negotiation

Data analysis

Excel advanced

Automation/AI tools

Education

Bachelor’s degree in real estate, finance, accounting, or business

Tools

Great Plains ERP

Lease administration software

AP ticketing/workflows

Job description

Lead the lease administration function for PRIME's portfolio of nearly 2,000 retail locations and the team that runs it. Own accuracy and timeliness across the full lease lifecycle, carry financial accountability for occupancy cost, CAM/NNN reconciliation outcomes, and recovery of overbillings, and coach a team of five Lease Administrators. Negotiate directly with landlords on disputed charges and defaults and deliver the reporting leadership uses to make portfolio decisions.

• Lead, coach, and develop five Lease Administrators, including portfolio assignment, workload balancing, hiring and onboarding, performance reviews, and development plans.
• Spearhead AI and technology enhancements that increase reconciliation efficiency, including automated statement intake, variance and exception flagging, and reporting automation; own the business case and drive adoption across the team.
• Set quality standards and audit a sample of each administrator's abstracts, reconciliations, and payment requests on a defined cadence.
• Own the annual CAM/NNN reconciliation cycle end to end: review methodology, internal deadlines, dispute strategy, and recovery tracking.
• Decide when to challenge a landlord's reconciliation, request supporting documentation such as general ledger detail and invoices, and drive the dispute to resolution.
• Own escrow and estimate adjustments following reconciliation so monthly obligations match current schedules.
• Review and approve calculations of base and additional rent, percentage rent, escalations, credits, abatements, TI credits, reimbursements, and security deposit credits.
• Negotiate with landlords on disputed CAM, tax, and insurance charges, admin fee caps, late fees, and default notices; escalates to Legal when a business resolution is not available.
• Own the critical date calendar and ensure renewals, options, kickouts, and notice deadlines reach Real Estate/Dealmaking with time to act.
• Oversee lease abstraction quality and lease system data integrity; set the audit cadence for GLA, parcels, payees and remittance, and escalation schedules.
• Review payment requests and exceptions that exceed administrator authority and prepare them for Executive Director approval; own the controls that prevent duplicate or misapplied payments.
• Drive open landlord balances and aged disputes to closure rather than letting them roll forward.
• Deliver recurring reporting to the Executive Director and VP of Real Estate covering occupancy cost trends, reconciliation status, dispute pipeline, recovery dollars, critical dates, and team throughput.
• Partner with Accounting and FP&A on occupancy cost budgets, accruals, and variance explanation, and support internal and external audit requests.
• Partner with Dealmaking, Legal, Facilities, Construction, and Accounts Payable on deal terms, notices, chargebacks, TI credit collection, and exception resolution.
• Own the lease administration playbook (SOPs, templates, approval thresholds) and serve as business owner for the lease system and Great Plains workflows.
• 8+ years lease administration experience, including 3+ years managing a team.
• Retail or commercial lease administration in a large multi-site portfolio; experience supporting 500+ locations preferred.
• Deep CAM/NNN, real estate tax, and insurance reconciliation expertise, including auditing landlord backup and challenging methodology.
• Command of escrow adjustments, rent calculations, escalation structures, percentage rent, TI credits, and abatements.
• Track record of landlord negotiation with quantifiable outcomes such as recovered overbillings, waived fees, or settled disputes.
• Experience building and presenting reporting to senior leadership.
• Proficiency with lease administration software, Great Plains or a comparable ERP, and AP ticketing/case workflows.
• Demonstrated use of automation or AI tools to reduce manual reconciliation work, such as document data extraction, exception flagging, or reporting automation.
• Advanced Excel skills, including pivot tables, lookups, and reconciling large data sets across systems.
• Ability to read and interpret leases, amendments, estoppels, and SNDAs without routine Legal support.
• Bachelor’s degree in real estate, finance, accounting, or business, or equivalent experience.