Senior Lease Administrator

ValueRock Realty Partners; Irvine (CA); On-site; USD 90,000 - 125,000; Full time

Benefits offered by this job

Bonus program

Benefits package

Career growth

Job summary

ValueRock Realty Partners seeks a Senior Lease Administrator to bring order to lease documentation, ensure data accuracy, and track critical dates across the portfolio.

This senior, retail-focused role involves preparing and revising leases and amendments under attorney direction, maintaining alignment between leasing, accounting, and property management, and flagging ambiguous terms for counsel when necessary.

Qualifications

• Bachelor's degree preferred; paralegal certificate a plus.
• 5+ years in commercial lease administration, preferably retail.
• Experience drafting, revising, and administering lease documents with counsel.

Responsibilities

• Prepare, review, and revise leases, amendments, and related documents.
• Abstract executed leases and maintain accurate rent schedules.
• Track critical dates, notices, and option exercise windows.
• Coordinate with leasing, accounting, and property management.
• Ensure data integrity across SharePoint and PM systems.

Skills

Commercial lease administration

Attention to detail

Written/verbal communication

Education

Bachelor's degree

Tools

MRI

Yardi

SharePoint

Excel

Job description

Reporting directly to the Head of Operations, the Senior Lease Administrator brings structure and order to ValueRock's lease documentation. This position keeps executed documents complete and organized, lease data accurate and consistent in our systems, and critical dates in front of the people who need to act on them.

This is a senior, retail-focused role rather than a data entry position. The work includes preparing and revising lease documents and amendments under attorney direction, and keeping leasing, accounting, and property management aligned on what has been executed and what comes due next. The ideal candidate reads a shopping center lease closely, notices when a provision is unclear or inconsistent with the file, and raises it to the right person rather than resolving it alone.

Key Responsibilities

Lease Document Preparation & Review

• Prepare, review, and revise leases, amendments, assignments, subleases, guaranties, commencement date agreements, and consent letters for retail and mixed-use assets, working from ValueRock's standard forms.
• Support outside counsel by assembling drafts, comparing tenant markups against our baseline positions, and tracking open issues to resolution.
• Convert approved LOI terms into lease documents accurately, confirming that executed economics match what was negotiated and approved.
• Maintain and improve ValueRock's lease form library, exhibits, and standard provisions, flagging language that repeatedly creates administration problems.
• Track document status from LOI through full execution and distribute executed originals to the correct parties and files.

Lease Abstracting & System Administration

• Abstract every executed lease, amendment, and assignment into the property management system, capturing term, rent schedule, escalations, pro-rata share, recovery method, caps, base years, deposits, options, and guarantor obligations.
• Build and maintain charge schedules so billings run correctly, and process rent steps, recovery changes, and suite remeasurements on time.
• Perform quality control on abstracts prepared by others, including third-party managers, and reconcile discrepancies against the underlying documents.
• Maintain organized, complete electronic lease files in SharePoint in accordance with ValueRock's folder taxonomy.

Critical Dates, Options & Notices

• Maintain the portfolio critical date calendar covering option windows, notice deadlines, rent commencement, TI deadlines, kick-out and co-tenancy triggers, and insurance expirations.
• Deliver advance notice of upcoming dates to leasing, asset management, and property management with enough lead time to act.
• Prepare option exercise responses, fair market value notices, holdover notices, and default and cure correspondence for review.
• Confirm that tenant notices are delivered in the manner and to the addresses the lease requires, and document delivery.

Retail Lease Administration

• Administer percentage rent provisions, including sales reporting compliance, breakpoint calculations, annual true-ups, and audit rights.
• Maintain the exclusive use and prohibited use registers by property, and flag potential conflicts for leasing and legal review before letters of intent are issued.
• Track co-tenancy, operating covenant, and continuous operation provisions, and surface conditions that may have been triggered for review.
• Monitor CC&R, REA, and declaration obligations that affect tenant use, consent rights, signage, and common area operations.
• Administer marketing fund and promotional contributions, signage criteria, and radius restrictions where applicable.

Recovery & Billing Support

• Provide the lease-level inputs for CAM, real estate tax, and insurance reconciliations, including gross-up language, caps, exclusions, administrative fees, and capital amortization treatment.
• Review draft reconciliations and tenant statements for consistency with lease terms before they are released.
• Research and respond to tenant billing inquiries, CAM audit requests, and recovery disputes with documented lease support.
• Partner with Accounting on delinquency review, rent application, and the lease mechanics behind collection matters.

Compliance & Third-Party Requests

• Prepare and review estoppel certificates, subordination agreements, and lender and buyer requests, confirming every figure against the lease and the ledger.
• Track certificates of insurance for compliance with lease requirements and follow up on deficiencies.
• Support due diligence on acquisitions and dispositions by producing abstracts, rent rolls, and document inventories.
• Coordinate landlord consents, entity substitutions, and change of ownership documentation with legal and leasing.

Reporting & Data Integrity

• Produce and maintain the portfolio lease expiration schedule, rent rolls, occupancy reporting, and option and critical date reports.
• Prepare recurring reporting for ownership, lenders, and joint venture partners.
• Audit the lease database for gaps and inconsistencies and drive them to correction rather than working around them.
• Contribute lease data to the annual budget process, including renewal probability, expiration exposure, and recovery assumptions.

Cross-Functional Collaboration

• Serve as the day-to-day point of contact for locating lease documents and confirming recorded terms for leasing, accounting, and property management.
• Coordinate with ValueRock's third-party property management partners to keep lease data consistent across platforms and reporting formats.
• Route ambiguous or high-exposure provisions to senior leadership and outside counsel with a clear statement of the issue and the supporting documents.
• Help standardize lease administration process and documentation across the portfolio.

Qualifications

• 6 to 10+ years of commercial lease administration, real estate paralegal, or comparable experience, with shopping center or multi-tenant retail experience required.
• Demonstrated experience drafting, revising, and administering retail lease documents and amendments, including work alongside in-house or outside counsel.
• Deep working knowledge of retail lease mechanics, including percentage rent, exclusive use, co-tenancy, kick-out rights, recovery structures, gross-up, caps, and base years.
• Proven ability to abstract complex leases accurately and to summarize terms clearly for accounting, leasing, and ownership.
• Proficiency with MRI, Yardi, or comparable property management platforms, plus advanced Excel. Familiarity with AvidXchange, Monday.com, and SharePoint is a plus.
• Experience supporting multi-entity, multi-state portfolios.
• Exceptional attention to detail and organization, with the judgment to know when a question needs to go to counsel or senior leadership rather than be resolved independently.
• Clear, professional written and verbal communication with tenants, brokers, counsel, vendors, and senior executives.
• Bachelor's degree preferred. Paralegal certificate or industry designation (RPA, CPM, CCIM) is a plus but not required.

Benefits & Culture

• Annual performance-based bonus opportunity tied to portfolio results and individual contribution.
• Comprehensive benefits package including medical, dental, vision, 401(k), and paid time off.
• A scope of responsibility broader than a typical lease administration seat, with direct exposure to senior leadership.
• Collaborative, relationship-driven culture with opportunities for long-term career growth.

ValueRock Realty Partners is an Equal Opportunity Employer and encourages applications from all qualified candidates. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status.