Senior Lease Administration Associate & Abstractor

Overview

This role provides comprehensive lease administration services, including lease abstraction, financial review, and client support. You will work with a high level of independence while collaborating with internal teams to deliver accurate, timely services that enable clients to make strategic real estate decisions.

Responsibilities

Deliver high-quality lease abstraction while managing key Lease Administration responsibilities across client portfolios. Work independently in a fast-paced environment with strong attention to detail and the ability to manage multiple priorities.

Key responsibilities include:

Lease Abstraction

• Liaise with internal parties and transition/regional teams to obtain appropriate lease documentation
• Perform lease document matching and review for completeness prior to abstraction
• Abstract critical and key information from leases and other contract documentation into lease database systems (including CoStar and other platforms)
• Accurately record lease document information into Master Document Control Logs and Document Trackers
• Manage abstracts and system data; verify and review system reports and data for accuracy and completeness
• Prepare area, cost-schedule, and events variance reports for validation projects
• Work with internal stakeholders to resolve document and abstraction-related queries
• Maintain processes and procedures ensuring adherence to internal and external compliance policies

Lease Administration

• Coordinate abstractions from transition and regional teams; manage project assignment and tracking of the double-check process
• Review CAM, other escalations, and real estate tax invoices
• Review data entry, validation, and management of lease documents
• Review rent variance analysis and rent payment processing
• Review subtenant account management and billing/collections of third-party tenant rents
• Track and maintain critical milestone dates
• Conduct financial analysis and volume trend reporting
• Review landlord invoices for adherence to lease terms
• Prepare invoices and support invoice processing workflows
• Manage client, vendor, and landlord relationships with a “Customer First Mindset”
• Partner with outsource providers as needed
• Streamline current processes and drive efficiencies across the team
• Support, exposure to, and leadership of other special projects as assigned by the manager

Client/vendor/landlord relationship management

• Manage project abstraction services
• Partner with outsource providers
• Invoice preparation

Requirements

• Bachelor’s degree required
• Minimum 3 years of experience in lease administration, real estate accounting, or property management with exposure to commercial leases; lease abstraction expertise required
• Prior experience using a lease administration database preferred
• Ability to interpret complex commercial lease language
• Advanced financial/analytical skills
• Strong attention to detail with high efficiency and accuracy
• Ability to proactively spot issues and initiate solutioning
• Ability to understand and interpret data and use technology to work more efficiently
• Desire to learn and grow

Skills and tools

• Advanced skills in Microsoft Excel to slice, dice, and filter large data sets
• Proficiency in Microsoft Office suite (Word, Excel & Outlook)
• Ability to consolidate data and master company-specific account and database programs

Communication and work style

• Strong written and spoken communication skills
• Ability to work independently, multitask under pressure, and manage time to meet deadlines
• Strong interpersonal skills, including ability to interact with executive-level external and internal clients
• Ability to build strong relationships and work within various internal teams
• Open to change and able to drive yourself, the team, and the organization forward

Preferred Qualifications

• Prior experience with using a lease administration database

Compensation & Benefits

Expected compensation

• $60,000.00 – $65,000.00 USD per year
• Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

Benefits (personalized benefits supporting well-being and growth)

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

Location

Remote — Pittsburgh, PA

Work Authorization

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Application

Accepting applications on an ongoing basis until candidate identified.