Commercial Lease Administration Manager

Empire State Realty Trust•New York, NY

11d•Hybrid

About The Position

Empire State Realty Trust (ESRT) is seeking support for the Lease Administration Team. The Commercial Lease Administration Manager oversees the day-to-day operations of the Lease Administration function, ensuring the timely and accurate administration of commercial leases, strong internal controls, and data integrity within Yardi. This role manages the lease administration team, supports month-end close and financial reporting, partners with Leasing, Operations, Property Accounting, Legal, and Finance, and leads process improvements through automation and AI-enabled solutions. The ideal candidate will possess strong technical lease knowledge, a collaborative approach to working with legal and leasing teams, and the ability to review and understand lease documents. This position plays a key role in maintaining compliance with company policies and ensuring tenant lease profiles are set up accurately lender requirements while contributing to process improvements and special projects related to lease administration.

Requirements

Proficient in accounting systems, Yardi Systems is a plus
Proficient in Microsoft Office, with strong skills in Excel
Strong communication skills
Strong analytical skills
Strong leadership skills
BA/BS degree in Accounting, Finance, Business, Real Estate, or related field
Five or more years of commercial real estate lease administration experience
Supervisory or management experience preferred
Working knowledge of commercial leases, Yardi, and Microsoft Office
Strong analytical, organizational, communication, and problem-solving skills
Ability to manage multiple priorities, maintain strong internal controls, and lead process improvement initiatives

Responsibilities

Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations
Monitor lease administration workflows, critical deadlines, and department trackers
Administer cash security deposits and letters of credit, including approved-bank review, receipt, replacement, transfer, reduction, release, drawdown, refund and escrow coordination
Monitor tenant activation status, substantial completion, and deferral agreements
Coordinate acquisition and disposition lease administration activities
Provide direct billing instructions to Accounting/AR for base rent, percentage rent, license fees, utilities, and operating-expense/tax escalations
Implement automation and AI applications to improve workflow efficiency and reporting accuracy
Ensure lease administration controls, policies, and procedures are maintained and followed
Coordinate internal and external audit requests and review supporting documentation
Review reconciliations, reports, and staff work for accuracy and completeness
Support the secure implementation of AI-enabled tools in accordance with company policies and internal controls
Maintain the accuracy and integrity of lease and property information within Yardi
Coordinate reconciliations between Yardi and related systems
Support month-end close, reporting, budgeting requests, and lease-related financial analyses
Resolving discrepancies involving Salesforce, stacking plans, and other stakeholder source data
Evaluate opportunities to enhance reporting and data management through automation
Manage, coach, develop, and evaluate lease administration staff
Delegate responsibilities and monitor team performance and workload
Promote continuous process improvement and operational efficiency
Serve as the primary liaison between Lease Administration, Leasing, Operations, Accounting, Legal, and tenants
Provide lease interpretation and operational guidance, consulting Legal as appropriate
Partner with Accounting, IT, and business leaders on process improvements and technology initiatives
Oversee the organization, retention, and security of lease documents and records
Ensure lease files, notices, and supporting documentation are complete and properly maintained
Coordinate timely distribution of lease information to internal and external stakeholders