Lease Administrator, Assistant

Red Tail Acquisitions•Irvine, CA

18d•$24 - $26•Onsite

About The Position

Red Tail Acquisitions is seeking a highly organized and detail-oriented professional to support commercial property management and accounting operations. The role helps maintain accurate financial records, supports tenant and vendor compliance, and ensures smooth administrative and reporting processes. The position is onsite in Irvine, California, is full-time and non-exempt, and offers starting pay of $24.00–$26.00 per hour. It reports to the Vice President, Business Systems. The position involves maintaining records, processing tenant and vendor insurance documentation, preparing commercial and accounting reports, handling rent and lockbox payments, processing invoices and charge batches, coordinating utility accounts, supporting CAM reconciliations and budgets, and assembling tenant reconciliation packages. The role also provides backup support for Executive Suites operations and assists commercial managers with operating invoices. Red Tail Acquisitions is an equal opportunity employer. All qualified applicants receive consideration without regard to protected characteristics under applicable federal, state, or local laws.

Requirements

At least 2 years of experience in commercial property management, real estate accounting, or related administrative support.
Experience with Yardi, including invoice processing, charge batches, and reporting; Yardi experience is preferred.
Familiarity with CAM reconciliations, operating budgets, and tenant billing processes.
Experience handling COIs and vendor compliance documentation.
Proficiency in Microsoft Office Suite, particularly Excel.
Strong attention to detail and accuracy in financial and administrative tasks.
Excellent organizational and document management skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong problem-solving and analytical skills.
Clear written and verbal communication skills.
Ability to work independently and collaboratively with property management and accounting teams.
Customer service mindset when interacting with tenants and vendors.
Professional discretion when handling confidential financial information.

Nice To Haves

Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or a related field; equivalent work experience is also accepted.
Experience with Yardi.

Responsibilities

Maintain organized filing systems for efficient and accurate record management.
Process tenant Certificates of Insurance (COIs), including data entry and distribution of required notices.
Prepare and distribute the Commercial AM Report.
Generate balance due reports and issue tenant notifications as needed.
Post monthly commercial corporate rent checks accurately and on time.
Process invoices in Yardi and other platforms, including proper coding and approval routing.
Coordinate and manage utility transfers, account setup, and ongoing maintenance.
Prepare reports supporting CAM reconciliations and annual budget processes.
Assemble tenant reconciliation packages, including rent statements, reconciliation letters, and refund checks.
Process full-service lockbox payments and ensure accurate posting.
Monitor and clear open charge batches and receipts within AME.
Review and resolve invoices pending in Payscan, including items requiring follow-up or additional action.
Review and post charge batches, including late fees and sales tax entries.
Review service contracts for accuracy and compliance with company standards.
Track and maintain vendor Certificates of Insurance.
Provide backup support for Executive Suites operations as needed.
Process operating invoices for commercial managers without dedicated assistants through the centralized invoice email system.
Prepare general reports as requested by management.
Perform other duties as assigned to support departmental operations.