Manager Lease Administration

About this role

Make your next move an expert one. At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities.

Why Colliers? Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

About you The Manager, Lease Administration, is responsible for managing Lease Administration resources (including direct report HR functions), client implementations, client and vendor relationships, centralizing, establishing and producing schedules, reports and communication plans, as well as process flow for their assigned Lease Administration team.  In tandem, the LA Manager will perform lease administration services on their assigned account(s).   In this role, you will… • Working as a manager; manage people and building teams.  Familiar with accepted hiring and employment practices.

• Be the managing lease analyst on a large account, including oversight of other team members working on the account.  Also lead a small team of Lease Analysts supporting multiple small and medium-sized accounts.

• Communicate with clients and brokers / account managers for assigned accounts, as well as Landlords when appropriate.

• Provide quality control within the database to identify errors and inconsistencies.

• Ability to create, edit, and run reports in most Lease Administration databases.

• Mentor and train Lease Analysts on key lease administration duties.

• Interpret complex commercial lease language and attend to details.

• Oversee lease abstraction, translation and quality control process for assigned account(s).

• Assist in account transitions and setup as appropriate.

• Responsible for maintenance of account process, procedures and playbooks to maintain and update as needed.

• Abstract or input all rental obligations related to leases and all other important lease information.

• Track, maintain, and communicate all expirations, option exercise dates, and other critical information.

• Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes.

• Serve as the main point of contact for clients and internal stakeholders regarding lease administration matters.

• Understand client business objectives, real estate portfolio strategy, and service expectations.

• Maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered and maintained as a client contract in WorkTrac.

• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.

• Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.

• Drive toward achieving a net promoter score representative of strong service delivery and client relationships.

• Manage client escalations and ensure timely resolution of issues.

• Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.

• Oversee and ensure global team is delivering services per the client specific process and contract.

• Participate in presentations to new or existing clients for new business pitches.

• Manage assignments and delegation of database management tasks to global team members. 

• Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.

• Prepare and lead with impactful communication and professional presence.

• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.

• General understanding of AI technology and openness to adapting to the evolution of technology.

• Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.

• Provide final QC for abstraction process as may be required for assigned accounts.

• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.

• Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.

• Prepare monthly rental payment schedules.

• Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes.

• Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges.

• Review and validate Consumer Price Index adjustments as provided in legal documents.

• Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.

• Maintain team allocations and workload assignments.

What success looks like • Bachelor’s degree in business, accounting, real estate, or similar field preferred.

• Qualified candidates will have at least 7 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) the Landlord or Tenant sector.

• Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management database systems.

• Expertise and documented success working on multi-line global accounts with 1,000+

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