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AI Summary
The Lease Administrator manages a complex real estate portfolio by maintaining lease data and reporting within MRI software. They collaborate with accounting and legal teams to ensure lease compliance, accurate execution, and portfolio performance.
JOB TITLE: Lease Administrator
DEPARTMENT: Property Management
REPORTS TO: Director of Property Management
STATUS: Full-Time, Salaried, Exempt
About the Role
Under limited supervision, the Lease Administrator is responsible for upholding the integrity of real estate portfolio data for a large and complex portfolio of tenants. This role manages, organizes, and reports on lease-related information including key dates, financial terms, and accounting transactions within MRI lease management software. The position partners closely with accounting, legal, and property management teams to ensure accurate lease execution, compliance, and portfolio performance.
What You Will Do
- Manage a high-volume, complex lease portfolio encompassing all aspects of lease administration.
- Input, maintain, and update lease data in MRI, ShareFile, and SharePoint systems.
- Review, analyze, interpret, and summarize complex legal documents (leases, amendments, assignments, contracts, and terminations).
- Ensure accuracy and completeness of lease data in coordination with the Accounting team.
- Track critical lease dates and maintain reporting tools such as tickler systems and critical date reports.
- Process lease documents including new leases, amendments, renewals, and extensions.
- Prepare lease abstracts and perform quality control reviews to ensure data accuracy.
- Create tenant welcome packages and provide move-in/move-out documentation.
- Support preparation of legal documentation such as Estoppels and SNDA agreements.
- Maintain organized lease files with accurate and current documentation.
- Review property ownership changes and ensure proper documentation and timely payment processing.
- Communicate with landlords to resolve lease issues and disputes.
- Conduct CAM reconciliations and review operating expenses to ensure lease compliance.
- Monitor and manage rent payment structures to ensure accurate and timely payments.
- Provide reporting and analysis on lease data to Property Management leadership.
- Identify inconsistencies or exceptions and escalate as needed.
- Assist with budgeting, forecasting, and financial analysis (AR/AP, rent rolls, and budgets).
- Respond to ad hoc requests and support cross-functional teams.
- Act as a team lead, including oversight and quality review of third-party work.
- Recommend process improvements and efficiencies to enhance lease and contract management.
- Perform other duties as assigned.
Skills
- Strong analytical and problem-solving abilities
- Excellent attention to detail and data accuracy
- Ability to interpret complex legal and financial documents
- Strong organizational and time management skills
- Effective communication and collaboration skills
- Proficiency in lease management software (MRI preferred)
- Knowledge of lease accounting principles and financial reporting
- Ability to manage multiple priorities in a fast-paced environment
- Critical thinking and decision-making skills
Education and Experience
- Bachelor’s degree in Business, Real Estate, Finance, Accounting, or related field preferred
- 2–5+ years of lease administration, real estate, or related experience
- Experience working with lease management systems (MRI strongly preferred)
- Working knowledge of accounting principles (GAAP, cash, tax) preferred
- Experience reviewing legal documents and contracts
Physical Demands and Work Environment
- Primarily office-based or remote work environment
- Prolonged periods of sitting and working on a computer
- Ability to attend meetings and collaborate with internal and external stakeholders
- Occasional lifting of office materials (up to 15–20 lbs if applicable)
At Weston, Inc., we foster a dynamic and collaborative work environment where everyone is valued and respected. We are committed to diversity and inclusion, ensuring equal opportunities for all employees. Discrimination or harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic is strictly prohibited by federal, state, and local laws.
This extends to all aspects of employment, including hiring, recruitment, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Our hiring decisions are based solely on qualifications, merit, and business needs at the time.
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