Commercial Lease Administration Manager - New York, NY 10017

Rose Associates Inc.•New York, NY

8d•$115,000 - $125,000•Onsite

About The Position

Rose Associates is seeking an experienced, skilled, and proactive Commercial Lease Administration Manager to lead a team of three associates in providing exceptional service to tenants, clients, and internal community management teams. This position will play a pivotal role in managing commercial leases and tenant relationships, ensuring seamless transactions, and contributing to the success of our rapidly expanding portfolio. If you flourish in a fast-paced environment, possess exceptional organizational skills, and have a passion for excellence, this is your opportunity to be a leader in a company that values innovation, teamwork, and your commitment to excellence in commercial lease administration!

Requirements

Minimum of seven (7) years of experience in commercial lease administration, property management operations, and/or accounting.
At least two (2) years of hands-on experience with Yardi Commercial module.
Proven leadership and/or people-management experience in a real estate, property management, or property operations environment.
Experience developing standard operating procedures (SOPs), job aids, and training documentation.
Demonstrated experience in process improvement and technology implementations.
Strong computer proficiency, including advanced Microsoft Excel skills and proficiency with Yardi.
Excellent communication, problem-solving, and organizational skills, with strong attention to detail.
Work authorization

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.
Provide responsive, professional support to tenants and cross-functional partners.
Continuously improve 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.
Use outsourced resources and/or AI to enhance accuracy and efficiency of lease abstraction.
Work with the business development team by attending transition meetings, ensuring all necessary lease documents are received and reviewed, 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.
Be present on-site, with the ability to move throughout the building, ensuring effective communication with tenants, staff, vendors, and visitors.
Perform duties outside their normal responsibilities as needed.