Lease Administration Supervisor

Lease Administration Supervisor

Department: Property Management

FLSA Status: Exempt

Reports to: Chief Operating Officer

Supervises: Lease Administrator

Eligible for Remote Work: Yes

Eligible for Flexible Work: Yes

Last Revised: April 2025

JOB SUMMARY

The Lease Administration Supervisor is responsible for overseeing all aspects of lease administration for Uniland’s commercial real estate portfolio. This role ensures accurate and efficient management of lease data, compliance with lease terms, and effective communication with tenants and internal stakeholders. The Lease Administration Supervisor will possess strong analytical skills, a thorough understanding of commercial lease agreements, and excellent communication and interpersonal skills.

ESSENTIAL FUNCTIONS

• Oversees the day-to-day administration of all aspects of commercial lease agreements, as well as non-lease Property Management contracts (e.g. parking licenses, building access licenses), including rent schedules, renewals, amendments, and terminations.
• Abstracts and interprets complex commercial lease agreements, including rent calculations, option periods, and tenant obligations.
• Manages critical lease dates such as expirations, renewals, and rent escalations.
• Maintains and update accurate lease files, ensuring critical information (e.g., rent escalation, expiration dates, tenant improvements, and special clauses) is properly documented.
• Provides interpretation and guidance on contract language and maintains comprehensive knowledge of standard lease terminology, making recommendations for revisions and updates as needed.
• Serves as the primary point of contact for tenants regarding lease-related inquiries, rent payments, lease modifications, and other matters.
• Ensures compliance with lease terms, applicable laws and regulatory requirements, and corporate policies. Prepares and delivers reports on lease performance, rent collections, and critical dates to senior management.
• Administers and analyzes invoices, coordinating rebilling of costs to ensure proper allocation to customers and ownership entities.
• Collaborates with the accounting team to ensure accurate billing, timely rent collections, and resolution of discrepancies. Ensures that all financial lease terms are accurately captured and invoiced.
• Coordinates lease audits to verify adherence to lease clauses and identify opportunities for cost optimization.
• Works closely with legal, property management, and accounting teams to resolve lease-related issues and maintain operational efficiency.
• Manages and coordinates, in collaboration with accounting, the preparation and billing of annual estimates and operating expense reconciliations.
• Maintains and updates the lease administration software/system to reflect all lease transactions, amendments, and renewals.

OTHER DUTIES

• Manages tenant correspondence related to lease administration, including notices, amendments, and estoppels.
• Prepares and distributes regular lease reports, including rent rolls, vacancy reports, and lease expiration summaries.
• Conducts lease audits to ensure compliance, identify discrepancies, and recommend corrective actions.
• Supports acquisitions and dispositions teams by assisting with due diligence and transaction processes.
• Develops and maintains comprehensive standard operating procedures for lease administration and other areas of responsibility.
• Performs other duties as assigned.

SUPERVISORY DUTIES  

• Provides leadership and direction to direct reports, including recruitment, training, and performance management. 
• Sets clear expectations, goals, and priorities for team members and monitors their progress towards achieving them. 
• Conducts regular one-on-one meetings with direct reports to provide feedback, support their professional development, and address any performance issues. 
• Delegates tasks and responsibilities effectively, balancing workload and ensuring optimal utilization of team resources. 
• Fosters a collaborative and inclusive team environment, encouraging open communication, idea sharing, and teamwork. 
• Mentors and coach team members to enhance their skills, knowledge, and career growth within the company. 
• Leads by example, demonstrating professionalism, integrity, and a commitment to the organization's values and culture. 
• Handles escalated issues or conflicts within the team, providing guidance and facilitating resolution in a timely and effective manner. 
• Collaborates with other departmental managers and stakeholders to ensure alignment of Talent Operations initiatives with broader organizational goals and objectives. 
• Prepares performance evaluation documentation; reviews and conducts performance evaluation meetings. 
• Reviews and approves associate’s timecards and manages time off requests. 

EDUCATION & EXPERIENCE

• Bachelor's degree in Business Administration, Finance, Real Estate or a related field preferred; an Associate’s degree in a business-related field may be considered.
• A minimum of two years’ related experience in lease administration, property management, accounting, or commercial real estate.
• Experience working cross-functionally with marketing, legal, finance, and operations teams to support leasing and sales initiatives.
• Experience in contract review and lease documentation processes.

KNOWLEDGE, SKILLS & ABILITIES

• Strong understanding of commercial lease agreements, terminology, and real estate laws.
• In-depth knowledge of CAM reconciliations and related financial processes.
• Understanding of real estate financial metrics, including occupancy rates, leasing trends, and commission structures.
• Proficiency in property management software (e.g. Yardi) for lease tracking and administration.
• Excellent interpersonal skills for effective engagement with tenants, vendors, and internal teams.
• Active listening skills to understand tenant needs and provide effective solutions.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent verbal and written communication, with the ability to collaborate across diverse teams.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Detail-oriented with a commitment to delivering high-quality work within established deadlines.
• Proven ability to manage complex lease portfolios and maintain accurate documentation.
• Ability to adapt to a fast paced, dynamic work environment and respond effectively to shifting priorities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Extended periods of sitting at a desk or workstation while performing administrative tasks. 
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration. 
• Occasionally required to lift and/or move up to 10 pounds. 
• Mobility within the office environment to attend meetings, training sessions, or other events. 
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.  
• Office-based environment with standard office equipment and ergonomic furniture. 
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation. 
• Work will be performed mostly in an in-office environment.
• Local travel to client meetings, industry conferences, and other business-related events may be required.
  
  

Compensation details: 65000-82000 Yearly Salary