Lease Administrator

BXP, Inc.•Washington, DC

3d•$70,000 - $101,455•Onsite

About The Position

Coordinate the lease administration function for the Washington, DC region, maintaining the integrity of lease abstract and lease archive databases. This role involves analyzing lease documents, managing databases, preparing billing worksheets, creating lease abstracts, and monitoring critical lease dates. The position also requires working with tenants, banks, and insurance agents on various administrative tasks, assisting with due diligence for projects, and training regional staff on database usage. Additionally, it involves responding to inquiries, collaborating with the Legal Department, and handling special projects.

Requirements

BA/BS degree required.
A minimum of 3 to 5 years related experience in the real estate industry and hands-on experience in interpreting lease agreements, preferably in the commercial office sector.
Proficiency in Microsoft Office Applications.
Excellent interpersonal skills and demonstrated service orientation.
Detail-oriented with solid problem-solving skills.
Results-oriented with a desire to learn and support new technologies and processes.
Excellent organizational skills with ability to set priorities, manage multiple projects and meet deadlines.
Ability to work autonomously and achieve results as part of a team.
Ability to effectively interface with all departments of the company in a highly professional manner.
Excellent communication skills, both written and oral.
Adaptability to changing demands.

Nice To Haves

A concentration in business or real estate related field preferred.

Responsibilities

Analyze all newly-executed lease documents and licenses.
Manage addition of newly executed documents to lease archive database and distribution of the same; maintain lease archive database for the region.
Prepare billing worksheet and adjust square footage and units in JDE as needed to correspond with documents in a timely manner.
Prepare lease abstracts which summarize lease terms in a concise, accurate and timely manner; continue to update as needed during the term of the lease as additional documents are executed, key dates are confirmed, notices are sent, etc.
Prepare or oversee preparation of delivery letters, commencement letters, right of first offer notices and other lease-related notices to tenants.
Monitor critical lease dates for compliance throughout the lease term, update critical dates within the lease abstract as needed, and work with region to communicate and update critical dates as needed.
Review monthly report for Corporate to provide updates to lease commencement, rent commencement and lease expiration dates, and revise billing as needed based on changes.
Work with other regional departments and Corporate to process Move-Out Form upon lease expiration.
Maintain “tracking document” to follow all newly executed documents through initial compliance requirements and tasks.
Work with tenants and banks to obtain compliant letters of credit, maintain and track key dates for same, process draws on letters of credit and return of letters of credit as needed.
Work with tenants and insurance agents to obtain compliant certificates of insurance, enter certificates into applicable database, and obtain renewal certificates annually throughout term.
Assist with acquisition, disposition, refinancing or joint venture projects by performing due diligence including preparation and tracking of tenant estoppels, transferring letters of credit, etc.
Review monthly report for corporate to provide updates to sublease expiration dates.
Train regional staff to use the lease abstract and lease archive databases effectively.
Respond to a variety of internal and external inquiries regarding lease-related issues.
Work with the Legal Department on various legal issues as required.
Handle special projects as assigned.
Perform day-to-day tasks as required.
Create, maintain and purge legal files and assist in coordination and implementation of the Corporate records retention program as needed.
Review and process tenant name change requests including preparing documentation and obtaining updated insurance certificates and letter of credits as needed.
Assist legal counsel in processing sublease and assignment consent documents.
Assist legal counsel in preparing a variety of documents including leases, licenses, consents to assignment or sublease, landlord waiver of lien agreements, termination agreements, etc.
Actively participate in the collections process including preparation of default or termination letters, tracking cure dates, and application of security deposits or letters of credit as needed.
Work with region to monitor upcoming lease expiration dates and notice tenants of restoration requirements as needed.