Lease Administrator

Description

The Lease Administrator is responsible for overseeing all aspects of lease administration, compliance, and operational support across the company. This includes preparing and reviewing lease documents, ensuring regulatory compliance, maintaining data integrity in Yardi, and supporting site teams with leasing operations. The role requires strong organizational skills, attention to detail, and the ability to collaborate cross-functionally with Legal, Accounting, and Property Management teams.

Key Responsibilities:

Lease Administration & Compliance

• Review for accuracy and countersign all leases, renewals, transfers, and roommate promotions.
• Oversee active Section 8 and rental assistance contracts; complete onboarding packets and ensure compliance with agency and tax form requirements.
• Maintain relationships with occupants and ensure accuracy of lease documents and financial records.

Systems & Data Integrity

• Process lease applications, screenings, and move-in packages; verify documentation and track approvals.
• Perform weekly and monthly audits (rent rolls, late fees, lease expirations, rent charge reports).
• Maintain data integrity in Yardi and proactively identify and correct errors.

Move-Out Management

• Oversee the move-out process portfolio-wide, including interest requests, final balances, and legal collections.
• Submit and manage Rhino insurance claims; reconcile ledgers and submit documentation to Accounting.
• Generate final statements and ensure accurate financial adjustments before account closure.

Operational Support

• Provide administrative and leasing support to all sites, including onsite coverage as needed.
• Support Yardi workflows, insurance compliance notifications, invoice processing, and resident inquiries.
• Handle escalated resident concerns in the absence of upper management.
• Handle leases, coordinate work order flow and vendor management for specific properties.

Reporting & Forecasting

• Compile and distribute reports (lease renewal status, rent roll updates, GPR analysis, audit logs).
• Support management with ad hoc requests (market studies, competitor analysis, leasing forecasts).

Contract Administration

• Draft and process vendor and service contracts for all PRC-owned and managed properties.
• Ensure contracts are executed via DocuSign with accurate terms, insurance language, and addendums.
• Track execution status and maintain organized digital records.

Regulatory & Legal Compliance

• Complete and submit annual DCA registrations in accordance with state regulations.
• Ensure compliance with Fair Housing, HUD, and local legal requirements across all leasing documentation.

Team Support & Collaboration

• Provide Elise AI support, and administrative assistance to the Property Management and Leadership teams.
• Collaborate with Accounting, Legal, and Property Management to resolve ledger discrepancies and enforce policies.

Requirements

Required Skills & Abilities

• Excellent communication, interpersonal, and time management skills.
• Strong problem-solving abilities and a self-starter mindset.
• Proficiency in Yardi and Microsoft Office Suite.

Education & Experience

• Associate Degree preferred.
• 3–5 years of related experience or equivalent education and experience.
• Knowledge of New Jersey Tenant Law and Real Estate practices.
• Experience with residential and commercial lease administration is preferred.

Benefits: Medical, Vision, Dental; 410(k), Life Insurance, Long Term Disability & ADD