Note: The job is a remote job and is open to candidates in USA. Savills North America is a leading commercial real estate firm dedicated to helping clients thrive through innovative solutions. The Senior Lease Administration Manager will oversee lease administration functions, manage a team, and ensure the delivery of high-quality services to clients while maintaining strong relationships and enhancing operational efficiency.
Responsibilities
- Manage directly reporting Sr. Lease Analyst(s) or Lease Analyst(s) on their lease administration team in performing day to day activities; facilitate a smooth operation and guide, coach and develop staff and perform trainings
- Provide account activity reports and status updates
- Partner with core management and business development team members in the implementation and transitioning of new accounts and developing the applicable lease administration processes
- Evaluate and format client report requests, assist in designing report specifications and evaluate report outcome
- Serve as an information resource – perform special projects, conduct research, and compile data
- Monitor database input and ensure its integrity
- Maintain good relationships with existing and new clients. This includes contacting the client frequently to ensure expectations are met
- Be on scheduled client calls to address client requests or concerns. The client must be able to reach the managers (sometimes after normal working hours)
- Proactively recommend and initiate procedural enhancements to deliver lease administration services more efficiently and effectively to clients
- Perform other related duties and special projects as assigned
- Manage delivery of lease administration services for assigned clients and assigned support staff in performing said tasks, including, but not limited to:
- Uphold integrity of assigned client real estate portfolio database(s)
- Audit lease documents to confirm completeness, prepare document inventory and exception item reports, resolving discrepancies
- Maintain electronic document management, including OCR and uploading of all newly executed leased or owned property documents into applicable software solutions, renaming and uploading electronic files as needed
- Review, interpret and abstract leases and other real estate documents into applicable software solutions in accordance with established protocols. Provide lease analysis and interpretation of lease information to clients
- Perform quality reviews within client KPIs to maintain best in class database accuracy; partner and support team members in performing quality reviews as needed for other client accounts
- Track, monitor, report and update all key lease dates in accordance with established alert date interval protocols, including lease expirations, termination/kick-out rights, renewals, contraction/expansion options, and tenant allowance deadlines. This also includes performing necessary action items and follow-up, as well as maintaining existing critical date report spreadsheet and the system distribution list for automated email alerts
- Review and verify rent statements, monthly invoices and lease related expenses to comply with lease stated terms and conditions. Identify overbillings and resolve disputed amounts to mitigate occupancy costs. Enter approved variable expenses by expense category and cost code and confirm recurring expenses and rent steps
- Perform recurring and non-recurring AP and AR processing for international and domestic client locations, generate monthly rent files and variance reports in accordance with client established processes and deadline dates
- Perform accurate and detailed reconciliation of rent accounts and work with Landlords (and/or Tenants/Subtenants) to resolve any discrepancies
- Conduct desk top reviews of annual estimates and year-end Common Area Maintenance (CAM)/Operating Expense (OPEX), Insurance, and Real Estate Tax reconciliations, advance for elevated review as needed
- Timely prepare and distribute tenant improvement disbursement packages, perform follow-up and monitor prompt collection, as applicable, based on client specific SOWs
- Prepare agreed upon monthly and ad hoc reporting packages; review, edit and distribute computer generated reports, as directed
- COI coordination for Landlords and Tenant, draft notices, review and prepare responses to Landlord and Tenant communications for client approval
- Perform Estoppel and SNDA fact verification and confirm lease compliance. Facilitate processing and monitor deadline dates for document return to Landlords
- Coordinate efforts with in-house points of contact to facilitate vendor set-up, enter financial schedules, rent start and stop dates
- Prepare and deliver monthly AR items (Tenant/Subtenant invoicing) , track and monitor income lease receivables and security deposit/LOC refunds/reductions
- Track Security Deposits on terminated or expired leases and LOC refunds and/or reductions
- Assist management in resolving critical issues for clients
- Provide ancillary lease administration duties such as facilitating and processing simple renewal and termination documents, commencement letters, etc
Skills
- Related bachelor's degree or equivalent related knowledge
- 7+ years directly related experience with supervisory/managerial background
- Excellent oral and written communication skills
- Strong analytical, organizational, interpersonal and leadership skills
- Extremely accurate and detailed oriented
- Extensive knowledge of lease administration technology platforms
- Proficiency in MS Office products
Company Overview
Savills North America helps organizations find the solutions that ensure employee success. It was founded in 1954, and is headquartered in New York, New York, USA, with a workforce of 501-1000 employees. Its website is https://www.savills.us.