Commercial Lease Administrator

Job Description

Position Summary

The Commercial Lease Administrator is responsible for the administration, fiscal management, compliance, reporting, and operational support of the company’s commercial real estate portfolio. This role serves as a key liaison between leasing, accounting, asset management, property management, legal, construction, and tenants to ensure accurate lease administration, timely billing and collections, compliance with lease obligations, and efficient portfolio operations. The position supports portfolio performance through lease management, financial analysis, reporting, transaction support, process improvements, and internal controls. The duties listed below are an outline of the Commercial Lease Administrator’s responsibilities and should not be considered an all-inclusive list. As the needs of the organization change, these duties may be modified as needed.

Reports To: Accounting Manager
Direct Reports: None

Duties & Responsibilities:

Lease Administration & Portfolio Management

• Maintain complete, accurate, and audit-ready lease records, abstracts, and supporting documentation for all tenants.

• Abstract, interpret, and administer leases, amendments, renewals, assignments.

• Coordinate the review, execution, and delivery of estoppels, SNDAs, landlord consents, and lender-related documentation.

• Ensure lease terms, rent schedules, recurring charges, and portfolio data are accurately maintained in Entrata and other reporting platforms.

• Monitor critical lease dates and obligations, including commencements, expirations, renewals, escalations, termination rights, delivery requirements, and other contractual provisions.

• Draft and coordinate lease-related notices, approvals, and document execution processes.

• Maintain and ensure lease compliance for tenant records including insurance certificates, sales reports, financial statements, and other lease-required submissions.

• Distribute executed lease documents and maintain current rent rolls and portfolio reporting data.

• Perform periodic lease audits and abstract reviews to validate the accuracy of lease data, financial obligations, critical dates, and reporting information maintained in lease administration systems.

Tenant Relations & Construction Coordination

• Serve as a primary contact for tenant lease administration, billing, and account-related matters.

• Respond to tenant inquiries regarding lease provisions, charges, reconciliations, and compliance requirements.

• Monitor tenant compliance with insurance, reporting, construction, and operational obligations.

• Coordinate with leasing, accounting, legal, property management, asset management, and construction teams on lease-related activities.

• Support tenant improvement and retail construction projects through administrative coordination and tracking of milestones, approvals, permits, inspections, opening schedules, and project status updates.

Financial Administration & Accounting Support

• Partner with accounting teams to ensure accurate billing, revenue recognition, recoveries, commissions, and lease-related financial transactions.

• Calculate, verify, and administer base rent, percentage rent, CAM reconciliations, tax and insurance recoveries, tenant reimbursements, and other lease-related charges.

• Review tenant billings and lease transactions for accuracy and compliance with lease provisions.

• Analyze aged receivables, monitor delinquent accounts, assess late fees, coordinate collection efforts, and administer the company’s tenant delinquency procedures.

• Assist with payment issue resolution, cash application matters, tenant improvement funding, landlord contributions, and reimbursement tracking.

• Support budgeting, forecasting, occupancy reporting, revenue projections, distribution calculations, and portfolio-wide accounts receivable reporting by providing lease related data.

• Maintain and distribute tenant sales reports and performance-related financial information.

Reporting, Transactions & Strategic Support

• Prepare lease summaries, variance analyses, portfolio reports, management reporting packages, and performance metrics for Asset Management and executive leadership.

• Provide administrative support for acquisitions, dispositions, financings, refinancings, recapitalizations, and related due diligence activities.

• Assist with collating lease, financial, and operational information as requested by lenders, auditors, investors, ownership groups, and other stakeholders.

• Maintain organized records and supporting documentation for audits, reviews, and transaction activity.

Compliance, Controls & Process Improvement

• Develop, enhance, and maintain lease administration procedures, systems, controls, and workflows to improve efficiency, reporting accuracy, and compliance.

• Ensure adherence to lease requirements, company policies, internal controls, and applicable regulations.

• Identify opportunities for automation, process improvement, and operational enhancements across portfolio management functions.

• Support audit and compliance initiatives and identify opportunities to improve lease administration, revenue management, and portfolio operations.

Education & Experience

• Bachelor’s degree in Accounting, Finance, Real Estate, Business Administration, or a related field required.

• 4–6 years of experience in commercial real estate, lease administration, property accounting, property management, asset management support, or related fields.

• Experience with commercial and retail lease portfolios preferred.

• Experience with Entrata, Yardi, MRI, or similar property management/accounting platforms preferred.

Preferred Knowledge, Skills & Abilities

• Strong knowledge of commercial lease structures, lease administration, tenant billing, CAM reconciliations, percentage rent, recoveries, and accounts receivable processes.

• Ability to read, interpret, and summarize complex lease and legal documents.

• Strong analytical, financial, organizational, problem-solving, and project management skills.

• Excellent diligence with the ability to manage multiple priorities in a fast-paced environment.

• Strong communication, relationship management, and cross-functional collaboration skills.

• Advanced proficiency in Microsoft Excel and financial reporting tools.

• Continuous improvement mindset with a focus on efficiency, controls, automation, and operational excellence.

Work Environment

• The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

• Travel: None required.

Physical Demands:

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

• While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear.

• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

• The employee may infrequently drive a vehicle (intrastate and interstate travel) or be subject to air travel for purposes of Company business.

Landmark Properties, Inc. does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of Landmark Properties, Inc. without a prior written search agreement will be considered unsolicited and the property of Landmark Properties, Inc.

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Landmark Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.