Director - Lease Administration

Director - Lease Administration

Location: Jacksonville, FL (Onsite)
Department: Lease Administration
Reports To: COO

About Ash Properties

Ash Properties is a Jacksonville-based commercial real estate company with a diverse portfolio across office, retail, and self-storage assets. We’re known for hands-on ownership, long-term relationships, and operational excellence.

Role Summary

The Director of Lease Administration is the portfolio’s authority on all lease data—owning accuracy, compliance, and execution from abstract to expiration. This leader builds and manages the lease administration function, ensures flawless rent and recovery billings, drives operating expense (CAM) reconciliations, and equips leadership with timely insights to maximize NOI and minimize risk.

Key Responsibilities

Lease Data Integrity & Controls

• Lead the end-to-end lease administration lifecycle: intake, abstraction, validation, amendments, options, terminations, assignments, and renewals.
• Own the accuracy of all economic terms (base rent, escalations, percentage rent, abatements, TI recoveries, free rent schedules) and legal obligations in the lease management system (e.g., Yardi/MRI).
• Establish and enforce data standards, audit controls, naming conventions, and documentation governance.

Billing, Recoveries & Reconciliations

• Ensure timely/accurate monthly billings, CPI/step increases, and recoveries per lease language.
• Oversee annual CAM/operating expense reconciliations; partner with Accounting to finalize true-ups and address tenant disputes.
• Standardize recovery methodologies (pro-rata share, gross-ups, caps/floors) and supporting workpapers.

Critical Dates & Compliance

• Build portfolio-wide critical date calendars (commencements, expirations, options, kick-out and co-tenancy triggers, notice dates).
• Proactively flag risk and opportunities (renewals, blend-and-extend, expansion rights).

Cross-Functional Partnership

• Partner with Property Management on tenant onboarding, OPEX budgets, and service charge allocations.
• Support Leasing with deal review, LOI/lease language consistency, and economic modeling handoffs.
• Collaborate with Legal on clause interpretation, defaults, and dispute resolution.
• Align with Accounting on revenue recognition, month-end close, audits, and SOX-style controls as applicable.

Team Leadership & Process Excellence

• Build, mentor, and lead a high-performing lease administration team.
• Design SOPs, SLAs, and KPIs; drive continuous improvement and automation.
• Lead system upgrades, integrations, and data migrations.

Reporting & Analytics

• Deliver dashboards and reports: rent rolls, occupancy/vacancy, expirations, options, delinquency, recovery performance, and variance analyses.
• Provide portfolio insights to support budgeting/forecasting and value-creation initiatives.

Vendor & Document Management

• Manage third-party abstraction/audit vendors as needed; maintain digital lease files that are complete, searchable, and audit ready.

Qualifications

• 7–10 years of progressive lease administration experience in commercial real estate (mixed retail/office/industrial preferred).
• 3 years leading a team or function; proven ability to hire, coach, and scale processes.
• Advanced proficiency with lease admin/accounting systems (Yardi Voyager or MRI required; experience with Argus/VTS a plus).
• Strong Excel and data skills (pivot tables, lookups, modeling).
• Deep understanding of recoveries (CAM, taxes, insurance), gross-ups, base year, caps/floors, and percentage rent.
• Exceptional attention to detail, contract interpretation, and documentation discipline.
• Excellent communication and stakeholder management across Leasing, Legal, Accounting, and Property Management.

Bachelor’s degree in Business, Finance, Accounting, Real Estate, or related field Work Environment & Benefits

• Full-time position based in Jacksonville, FL.
• Competitive compensation with benefits (medical, dental, vision, 401(k), PTO).
• EEO Statement

Ash Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.