Commercial Lease Administration Manager - New York, NY

Rose Associates Inc.•New York, NY

3d•Onsite

About The Position

Rose Associates is a recognized market leader in multifamily and mixed-use real estate, owning, developing, and operating properties across urban markets. They offer dynamic services including development, construction, property and asset management, leasing, marketing, and accounting. Rose Associates partners with global owners and institutional investors, utilizing technology and expertise to manage over 30,000 units across 250 properties. The company has a strong reputation for excellence and integrity, founded in 1925, and is a woman-owned business committed to a culture of belonging and inclusion. They are expanding across the Northeast and offer career growth opportunities in an environment of respect and support. This role is for a skilled and proactive Commercial Lease Administration Manager to manage leases, ensure seamless transactions, and contribute to the success of their commercial portfolio. The ideal candidate thrives in a fast-paced environment, possesses exceptional organizational skills, and has a passion for excellence.

Requirements

Minimum of seven (7) years of experience in property management operations, procurement, and/or accounting
At least two (2) years of hands-on experience with Yardi
Proven leadership and/or people-management experience in a real estate, property management, or property operations environment
Strong computer proficiency, including advanced Microsoft Excel skills and proficiency with Yardi (Commercial module preferred)
Work authorization

Nice To Haves

Prior Commercial experience management preferred
Experience developing standard operating procedures (SOPs), job aids, and training documentation
Experience supervising and training staff

Responsibilities

Maintain accurate lease data and critical date tracking; ensure timely, accurate billing for base rent, escalations, additional rent, CAM, and real estate taxes; uphold internal controls and compliance requirements; deliver dependable reporting to internal stakeholders; and provide responsive, professional support to tenants and cross-functional partners while continuously improving processes and controls.
Review and interpret leases, amendments, and related correspondence; abstract key business terms and legal obligations into Yardi and maintain complete, audit-ready electronic and hard-copy lease files.
Work with the Acquisitions team on new leases by attending transition meetings, ensuring all necessary documents are received, and verifying that all ETL-transferred lease information is accurate and fully supported by lease documentation.
Establish abstraction standards and quality controls to ensure consistency, completeness, and data integrity across the portfolio (rent, escalations, options, notice requirements, insurance, and other key provisions).
Supervise a team of three, conduct annual performance reviews, and ensure staff receive ongoing training and professional development.
Coordinate renewals, expansions, terminations, and other lease events by partnering with Management, Leasing and Legal; prepare timelines, track approvals, and ensure system updates and notices are executed on time.
Review all leases set up and maintain billing terms in Yardi, including base rent, free rent, percentage rent (if applicable), escalations/step-ups, additional rent, utilities, and other recurring and one-time charges; validate commencements and ensure accurate prorations.
Research tenant ledgers, resolve billing discrepancies, and coordinate with Accounts Receivable and Property Management on unapplied cash, short pays, disputes, and write-off documentation as needed.
Track and manage critical dates (options, renewals, terminations, notice periods, rent reviews, and expirations); proactively notify internal teams, maintain a documented calendar, and ensure timely execution of required actions.
Monitor tenant insurance requirements and compliance (including COIs, endorsements, and renewal dates) and coordinate follow-up with Property Management and Risk/Legal as applicable.
Must be present on-site, with the ability to move throughout the building, ensuring effective communication with tenants, staff, vendors, and visitors.
Position may be required to perform duties outside their normal responsibilities as needed.