LEASE ADMINISTRATOR - Commercial Real Estate

Cohen Commercial Management LLC

About The Position

Cohen Commercial is a boutique commercial real estate firm with an active management portfolio spanning office, industrial, retail, and mixed-use assets throughout Florida. We offer the resources and deal flow of a larger platform with the collaborative culture and direct client access that only a boutique firm can deliver. We are seeking an experienced Lease Administrator & Property Operations Specialist to join our growing team. This is a broad, high-visibility role combining lease administration, property management support, and property-level accounting — giving the right candidate ownership over the full lifecycle of a tenancy, from lease execution through financial reporting. You will work directly alongside brokers, property managers, property accountants, and ownership, with real responsibility and genuine room to grow.

Requirements

Minimum 3 years of experience in commercial lease administration, property administration, or a combined role within a commercial real estate environment
Strong working knowledge of commercial lease structures — NNN, gross, modified gross, percentage rent — and the ability to interpret and apply lease language independently
Demonstrated familiarity with property-level accounting concepts: accounts payable/receivable, CAM reconciliations, rent roll management, GL coding, and budget variance analysis
Proficiency in property management and lease administration platforms such as MRI, Yardi, AppFolio, or similar enterprise software; experience running financial reports within these systems preferred
Advanced Microsoft Excel skills, including the ability to build and maintain financial schedules, rent rolls, CAM workpapers, and budget models
Bachelor's degree in Real Estate, Finance, Accounting, Business Administration, or a related field preferred; equivalent professional experience considered
Excellent written and verbal communication skills; ability to interface professionally and independently with tenants, vendors, attorneys, and executive stakeholders
Highly organized, detail-oriented, and capable of managing multiple active portfolios across asset classes and Florida markets simultaneously

Nice To Haves

Florida real estate license a plus but not required
Experience with office, industrial, or retail assets in South Florida or statewide Florida markets strongly preferred

Responsibilities

Abstract, enter, and maintain all commercial lease data — including critical dates, rent schedules, options, and covenants — within lease management software (Yardi Voyager)
Monitor and track critical lease dates: rent commencement, option deadlines, expirations, renewal windows, and tenant notice requirements; issue timely internal alerts
Administer CAM, real estate tax, and insurance reconciliations; review landlord billings and dispute inaccurate charges on behalf of clients or ownership
Coordinate with tenants, landlords, legal counsel, and brokers to facilitate lease amendments, estoppels, SNDAs, assignments, and subordination agreements
Support the brokerage team with lease data analysis and due diligence for acquisitions, dispositions, and re-leasing efforts statewide
Serve as a point of contact for tenant inquiries, maintenance requests, and service issues; coordinate timely resolution and follow-up to maintain strong landlord-tenant relationships
Maintain complete property files including executed leases, amendments, certificates of insurance, vendor contracts, and inspection records; verify currency and compliance on a rolling basis
Coordinate and track vendor service contracts, bid proposals, and approved scopes of work; assist property managers in ensuring vendor performance and contract compliance
Open, assign, and monitor work orders through the property management platform; prepare monthly status reports on outstanding and completed maintenance items
Track and manage tenant and vendor certificate of insurance requirements; maintain follow-up systems for expirations and ensure all parties remain in compliance
Assist in the coordination of tenant move-ins and move-outs including space inspections, access setup, signage, and utility transfers
Support preparation of board packages, ownership reports, and investor updates by compiling occupancy data, tenant status summaries, and property condition notes
Participate in the AP workflow as necessary
Prepare and issue monthly tenant rent statements and additional rent billings; manage accounts receivable aging, track delinquencies, and assist in collections follow-up
Assist in the preparation of annual operating budgets and monthly re-forecasts by providing lease-driven revenue schedules, expense projections, and occupancy assumptions
Support month-end close by providing variance narratives on rental income, reconciling tenant ledgers, and flagging discrepancies between lease terms and posted transactions
Coordinate with the property accounting team or outside CPA firm on year-end schedules, tenant audit responses, and documentation requests related to property financials