Senior Lease Administration Manager

Prime Communications, LP; Sugar Land (TX); Hybrid; USD 120,000 - 180,000; Full time

Job summary

Prime Communications, LP seeks a seasoned Lease Administration leader to guide a five-person team across a large retail portfolio. You will own CAM/NNN reconciliations, landlord negotiations, and the accuracy of lease data while driving automation and process improvements.

You will partner with Finance, Legal, and Dealmaking to secure favorable terms, ensure timely renewals, and maintain data integrity across systems. This role demands strong leadership and a track record of cost recovery.

Qualifications

• 8+ years of lease administration experience with 3+ years of team leadership.
• Experience with large multi-site retail/commercial portfolios (500+ locations preferred).
• Deep CAM/NNN, real estate tax, and insurance reconciliations; strong audit capability.
• Strong negotiation with landlords and ability to recover overbillings.
• Proven track record in reporting to senior leadership and driving process improvements.
• Proficiency in lease systems, ERP, and automation/AI for reconciliation.

Responsibilities

• Lead, coach, and develop five Lease Administrators; manage workload, hiring, and reviews.
• Drive AI-enabled reconciliation improvements, automation, and reporting.
• Own end-to-end CAM/NNN reconciliations, dispute strategy, and recovery tracking.
• Review and approve base/adjusted rents, escalations, credits, and TI abatements.
• Negotiate with landlords on disputed charges; escalate to Legal when needed.
• Oversee lease abstraction quality and data integrity in systems.
• Deliver recurring occupancy cost and reconciliation reporting to leadership.
• Collaborate with Accounting, FP&A, Dealmaking, and Legal on terminations, notices, and chargebacks.

Skills

Lease administration

Team leadership

Landlord negotiation

Budgeting & reporting

Excel proficiency

ERP experience (Great Plains)

Automation / AI tools

Lease analysis

Education

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

Tools

Great Plains

Lease administration software

AP ticketing/case 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; elevate 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.

Requirements

• 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.

This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. Information on race, gender and national origin will only be used for statistical and record-keeping purposes, and will not be used in making any employment decisions. All information provided will be kept separate from your expression of interest. Providing this information is strictly voluntary, and you will not be subjected to any adverse action or treatment if you choose not to provide this information. If you do not choose to answer these questions, we ask that you select "Decline to Identify" for each question. Thank you for your voluntary cooperation.

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