Lease Administrator

Lease Administrator

The Lease Administrator serves as the global steward of the company’s real estate lease portfolio. This role ensures governance, accuracy, compliance, and proactive management of all lease obligations worldwide. The Lease Administrator owns the system of record for lease data, safeguards financial commitments, mitigates contractual risk, and ensures critical dates and obligations are actively managed.

This position partners cross-functionally with Finance, Legal, HR, brokers, landlords, and global business leaders to drive consistency, financial accuracy, and operational excellence across the global lease portfolio.

Responsibilities:

Lease Administration & Governance

• Onboard new leases in accordance with company standard operating procedures.
• Review, abstract, and maintain accurate lease data within designated tracking systems.
• Serve as system-of-record owner for all global lease documentation and data.
• Perform routine lease file audits to ensure data integrity and prevent downstream errors.
• Monitor critical lease dates, renewal options, rent commencements, amendments, terminations, and ownership changes.
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Financial Oversight & Compliance

• Ensure rent, property taxes, operating expenses, and other financial obligations are paid accurately and timely in compliance with lease terms.
• Review and perform desktop audits of operating expense reconciliations, billings, and estimates.
• Track and collect tenant improvement allowances from landlords.
• Manage rent and operating expense collections from subtenants.
• Partner with Finance to support accurate lease-related financial reporting.
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Risk Management & Documentation

• Draft lease correspondence and required notices.
• Review and validate estoppel certificates in partnership with in-house counsel.
• Conduct first-level review of lease and contract documents prior to leadership execution.
• Coordinate global signature, stamping, and execution processes.
• Address and resolve landlord/tenant disputes or payment issues.
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Portfolio Strategy & Project Support

• Coordinate with Director, brokers, and global stakeholders to support new site searches and location changes.
• Create, track, and manage restoration and dilapidation budgets for global sites.
• Support lease off-boarding, site closures, and project management of dilapidations.
  • Experience supporting a global real estate portfolio.

Basic Qualifications:

• Relevant experience in lease administration, commercial real estate, or property management.
• Strong proficiency in Excel; experience building and maintaining reporting trackers.
• Experience with Smartsheet or similar dynamic reporting tools.
• Ability to manage multiple projects in a deadline-driven environment.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to work independently and exercise sound judgment.
• Hybrid schedule: 4 days in office / 1 day remote.

Preferred Qualifications:

• Bachelor’s degree in Real Estate, Business, Finance, or related field.
• Professional certifications such as:

• Institute of Real Estate Management Certified Property Manager (CPM)
• Building Owners and Managers Association Real Property Administrator (RPA)

• Experience supporting a global real estate portfolio.

Travel:

• <5%