Lease Administrator

High Associates•Lancaster, PA

21h•Onsite

About The Position

High Associates is hiring a Lease Administrator to prepare, administer, and maintain commercial and industrial lease documents and ensure lease information remains accurate throughout the lease lifecycle. The role is the primary point of contact for entering and maintaining lease data in property management systems and works with leasing, property management, accounting, and operations teams to support compliance with lease terms and company policies. This is an in-office position in Lancaster, Pennsylvania, working Monday through Friday, 8:00 a.m. to 5:00 p.m. The Lease Administrator prepares and reviews lease documents and related financial and tenant records, maintains lease files and reports, supports tenant and landlord communications, and contributes to process improvements and departmental projects.

Requirements

High school diploma required.
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to review and interpret legal documents, including commercial leases and related agreements.

Nice To Haves

Experience with MRI Software or other property management systems preferred.
Paralegal certification preferred.
Real estate, legal, or property management coursework is a plus.
Notary public designation preferred but not required.

Responsibilities

Prepare commercial leases, amendments, renewals, extensions, terminations, and related documents for High Associates Ltd. properties.
Review lease documents for accuracy, including commencement and expiration dates, rental rates, operating expense obligations, renewal options, and other business terms.
Verify lease terms and obtain appropriate approvals for modifications, amendments, or special provisions.
Ensure lease abstracts, comments, and system records accurately reflect executed lease documents.
Track lease documents and follow up to ensure timely execution and return.
Communicate with leasing staff about active negotiations and pending lease transactions.
Review, interpret, abstract, and maintain lease-related documentation.
Enter and maintain lease information in MRI and other company systems for managed properties.
Calculate, review, and update CAM, HVAC, and other tenant charges as required.
Prepare rent schedules and rent statements for leases and other lease transactions.
Collaborate with Accounting and Accounts Receivable regarding tenant billing, account balances, and lease-related financial matters.
Process security deposit refunds and related documentation within established guidelines and timeframes.
Prepare and distribute lease commencement and expiration correspondence to tenants.
Compile, analyze, and maintain leasing activity reports, including vacancy, occupancy, and lease expiration reports.
Monitor upcoming lease expirations and notify appropriate team members to support retention and renewal efforts.
Prepare, review, and coordinate estoppel certificates, SNDAs, and related documents for accuracy and compliance.
Draft ancillary lease documents, standard correspondence, and lease clauses for management review and approval.
Research, track, and resolve lease administration issues, escalating matters to management when necessary.
Serve as a liaison between landlords and tenants regarding lease administration and compliance with lease provisions.
Partner with departments to obtain, verify, and distribute lease information.
Maintain electronic and physical lease files in accordance with company record retention policies.
Enter, maintain, and monitor tenant insurance information in MyCOI, ensuring certificates of insurance remain current and comply with lease requirements.
Support audit requests by providing lease documentation and reports.
Assist with system testing, process improvements, and implementation of lease administration best practices.
Assist with special projects and assignments as requested by management.
Maintain and organize lease files, correspondence, and supporting documentation.
Update and maintain lease administration procedures and workflow documentation.
Provide administrative support for departmental initiatives and perform other duties as assigned.

Benefits

Medical, dental, and vision coverage available to full-time coworkers.
Access to the Healthy Rewards program.
Access to the High Health Wellness Center.
Vacation for regular full-time coworkers, earned annually on the anniversary date, with partial carryover allowed.
401(k) Retirement Plan with company match.
Rental discount for eligible residents of a High Associates Residential community; ask recruiter for details.
Tuition assistance with 100% reimbursement for approved, job-related courses and degree programs approved in advance by a supervisor.
Employee Assistance Program offering professional, confidential assistance for personal issues affecting employees or eligible dependents.
High Family Foundation Scholarship for qualifying children of High coworkers, awarding $5,000 for each year enrolled in an accredited two- or four-year degree program.
Good Measure Award recognizing individuals or teams who exemplify The High Philosophy and go above and beyond normal job responsibilities.