Lease Administrator

Job Description

Job Description

At Cresa, we believe our clients deserve better. A better space to work, create, build, grow. A better outcome for their people and organization. A better partner who puts their needs first, helping them navigate the landscape, tilting the playing field in their favor and giving them an insider’s edge.

Our mission is to find and foster the best environment for every business. Our purpose is to think beyond space - strengthening those we serve and enhancing quality of life for our clients and employees. We are built to champion our clients’ aspirations through real estate. When considering partnership, we strive to connect with those who share our values: Work Together, Create Value, Be Tenacious, Enhance Community, and Embrace Diversity .

We believe in being the change. We work together to find new ways of doing things that create value for our clients — and for each other. Because there is not much that feels better than collaborating to make a positive difference each day.

At Cresa, we offer an opportunity to be part of something bigger. To learn, advance, mentor and be recognized. Your voice will be heard, and you will be valued for both your individual and team contributions.

Position Overview

The Lease Administrator is responsible for the accuracy of the database information, timeliness of reporting internally and the facilitation of the day to day workflow requirements between the Portfolio Coordinator and the Account Manager. This person shall administer the normal, daily operations for the Client account, among other tasks.

General Job Responsibilities

• DocLog processing - Edit and maintain accuracy of “Processed By” dates; “Processing Note”; “Process Stage” fields
• Timely document processing - Abstracting and data enter of new leases, change forms, etc. within timeframes required per contract and/or doc log
• Identify invoices that do/do not match the rent forecast and resolve exceptions, including, if necessary, interaction with Landlords and client in order to resolve issues.
• Run and prepare monthly reporting, including Executive Summary narrative if needed /rent forecasts /funds requests
• Update database using quality assurance reporting, revised by the Account Manager and /or self-performed. Ensure data is entered accurately and completely
• Advise Account Managers of account status via document tracking tools
• Respond to Account Manager’s questions relating to changes in the portfolio and lease administration activity
• Participate in and complete project work as assigned
• Complete CPI /prorated rent adjustments and estoppel reviews
• Assist with Client deliverables such as submission of monthly reports and rent recommendations
• Answer client questions
• Other duties as requested/required

Minimum Requirements:

Communication Skills – Medium

This person has good communication skills, including ability to discuss issues that are more complicated and defend a position both verbally and in writing. Comfortable interacting with Client.

Mathematical Skills – Medium

Intermediate math skills including calculating CPI increases, percentage change, etc. Some interpretive understanding.

Computer Skills – Medium

Database maintenance capabilities. Capability to create necessary spreadsheets and documents with analysis

Presentation Skills – Medium

Can attend a meeting as a resource to provide information about a point. Basic understanding of presentation software

Education, Training and Experience:

• Bachelor’s degree from a four-year college or university or one to two years related experience and/or training; or equivalent combination of education and experience.
• Proficient with Windows software
• Proficient in Microsoft Office software (Word, Excel, PowerPoint, etc.)
• 1+ year experience in Lease Administration
• Experience with CoStar, ManagePath, Visual Lease, or other lease administration software

Proficiency Measurements:

• Routine workflow is managed within SLA requirements.
• Processing targets are defined below as a guide:
  • Invoices = 20 per day
  • TPP invoices = 40 per day
  • New Leases = 4 per day
  • Change Forms = 10 per day
• 2 abstracts per week are expected.
• Abstracting and data entry reflects 98% accuracy related to major items (DDO) and Client Protocol; 95% for all items.
• All invoices initially processed prior to rent roll.
• All reports generated using procedures and delivered to Account and/or Relationship Manager at least one day prior to due date.
• Daily/weekly plans shared with Account Manager of status for routine tasks

Physical Requirements:

• Ability to travel (minimal)

The physical demands and work environment that have been described is representative of those an employee encounters while performing essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

NOTE: The job description is an overview of the functions, requirements and expectations for this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.

Cresa is committed to developing and maintaining a diverse workforce. Cresa strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.