Commercial Lease Administration / Insurance Administration Specialist

Position Summary

The Commercial Property Management – Lease Administration & Insurance Specialist is a detail-driven administrative role supporting a diverse portfolio of commercial real estate assets, including retail (strip and grocer-anchored), office, and industrial properties. This position has a primary focus on lease administration, lease abstraction, critical date tracking, and lease data integrity, in addition to administration of the firm’s Master Property Insurance Program.

The role also plays a key support function in acquisition and disposition due diligence, particularly with respect to lease documentation, rent rolls, tenant-related matters, and other property-level documentation for client- and customer-owned retail centers. The position partners closely with property managers, asset managers, ownership groups, insurers, and transaction teams to ensure accuracy, compliance, and efficient execution.

Key Responsibilities

Lease Administration & Critical Dates Management

• Abstract, input, and maintain complete and accurate lease data for all leases, amendments, renewals, assignments, and terminations.
• Review lease documents to identify and extrapolate critical lease dates, including rent commencements, expirations, renewal options, notice periods, rent escalations, insurance provisions, and other material obligations.
• Establish and maintain lease records, critical date reminders, and document storage within Yardi and cloud-based document management systems.
• Prepare and distribute lease-related notices, landlord consents, estoppels, SNDA-related materials, lender forms, and other contractual correspondence.
• Support leasing activities, including renewals and new tenant onboarding, through coordination with property managers and brokers.
• Ensure lease files are complete, current, and compliant with internal standards and ownership requirements.

Acquisition & Disposition Due Diligence Support

• Assist with buy-side and sell-side due diligence for retail centers and other commercial assets on behalf of clients and customers.
• Review lease agreements, amendments, abstracts, rent rolls, and related tenant documentation for accuracy, consistency, and completeness.
• Identify and flag material lease terms, discrepancies, variances, expirations, options, and potential risks for property managers and transaction teams.
• Organize, maintain, and deliver lease and property documentation for virtual data rooms and transaction closing materials.
• Support reconciliation of lease abstracts and rent rolls against transaction documents and buyer/lender requests.
• Coordinate with property managers, ownership, brokers, and legal counsel as needed to respond to due diligence inquiries.

Master Property Insurance Program Administration

• Serve as the primary administrator for the firm’s Master Property Insurance Program, providing property insurance coverage to managed properties where owners elect participation.
• Maintain detailed records of insured properties, coverage elections, policy terms, limits, deductibles, endorsements, and premium allocations.
• Coordinate the annual master policy renewal, including gathering property data, reviewing schedules and exposures, and communicating with insurance brokers and carriers.
• Facilitate and track property insurance claims, acting as the liaison between claimants, insurers, property owners, and property managers.
• Monitor claims documentation, timelines, and resolutions, ensuring clear communication and timely follow-up among all parties.
• Assist owners and property managers with Certificates of Insurance (COIs), policy interpretation, and insurance-related compliance matters.

Tenant, Vendor & Ownership Coordination

• Serve as an administrative contact for tenants, vendors, ownership groups, lenders, brokers, and insurance partners.
• Maintain accurate tenant and vendor records and assist with tenant onboarding materials and welcome packets.
• Support coordination of vendor services and annual vendor contracts and related administrative follow-up.

Property Operations & Administrative Support

• Provide light administrative support to property managers across day-to-day operations for multiple assets.
• Maintain centralized property, lease, and insurance documentation ensuring accuracy, confidentiality, and compliance.
• Generate recurring and ad hoc reports related to leases, critical dates, insurance, and property administration within Yardi.

Requirements

• 2 years of experience in commercial property management, lease administration, or real estate administration preferred.
• Demonstrated experience with lease abstraction, rent roll review, and critical date management.
• Familiarity with real estate transaction due diligence processes preferred, particularly for retail assets.
• Exceptional attention to detail and organizational skills.
• Proficiency in Microsoft Office; experience with Yardi Voyager strongly preferred.
• Strong written and verbal communication skills.
• Valid driver’s license and reliable transportation.

Compensation: $28.85/hour ($60,000/year)
Expected Hours: 40 hours per week – In Office