Senior Lease Administrator

ARA•,

About The Position

The Senior Lease Administrator will lead negotiations for new office leases, renewals, expansions, and terminations across a multi-location national portfolio, including locations supporting classified programs. This role involves coordinating with brokerage partners, landlords, and others to structure lease terms that minimize cost and organizational risk while meeting operational and security requirements. The position requires conducting market analysis and financial modeling to support lease decision-making and executive approvals, as well as evaluating prospective sites for suitability as SCIF or other secure facility buildouts. The Senior Lease Administrator will also maintain authoritative lease abstracts, track critical dates, manage rent payments and OPEX reconciliations, administer subleases and license agreements, and handle office registration and CAGE administration in SAM.gov. A key responsibility includes ensuring ASC 842 lease accounting compliance by owning data integrity in the lease accounting software, working with the accounting staff for accurate classification and measurement of ROU assets and lease liabilities, and supporting audits. Additionally, the role involves supporting the leasing of SCIF-accredited locations, reviewing lease language for SCIF-specific provisions, and maintaining records of accredited facilities. The position also entails developing portfolio dashboards and management reports, identifying and implementing process improvements, and supporting the integration of acquired companies’ lease portfolios.

Requirements

Bachelor’s degree in Real Estate, Business Administration, Finance, Accounting, or a related field.
Minimum 6 years of commercial lease administration experience, with demonstrated responsibility for a multi-location portfolio (50+ leases preferred).
Strong lease abstraction and critical date management skills with meticulous attention to detail.
Working knowledge of commercial real estate concepts: NNN vs. gross leases, CAM reconciliations, TI allowances, holdover provisions, subordination/non-disturbance/attornment (SNDA) agreements.
Ability to read, interpret, and negotiate lease language in coordination with senior management.
Working knowledge of SAM.gov for office registrations and CAGE code administration
Proficiency in Microsoft Excel (financial modeling), Word, and PowerPoint.

Nice To Haves

Experience supporting real estate for a federal government contractor or in a defense/aerospace environment.
Hands-on experience with ASC 842 / IFRS 16 lease accounting standards and lease accounting software implementation or ongoing administration.
Proficiency with Visual Lease, or similar software.
Familiarity with SCIF accreditation processes, ICD 705 standards, or secure facility lease requirements.
Certified Lease & Finance Professional (CLFP), Real Property Administrator (RPA), or MCR (Master of Corporate Real Estate) designation.
Experience with post-M&A lease portfolio integration.
Exposure to FAR/DFARS indirect cost allocation as it relates to facilities and occupancy costs.

Responsibilities

Lead negotiations for new office leases, renewals, expansions, and terminations across a multi-location national portfolio, including locations supporting classified programs.
Coordinate with brokerage partners, landlords, and others to structure lease terms that minimize cost and organizational risk while meeting operational and security requirements.
Conduct market analysis and financial modeling (net effective rent, NPV, TI allowances) to support lease decision-making and executive approvals.
Document cost reasonableness as part of our government audit support package.
Evaluate prospective sites for suitability as SCIF or other secure facility buildouts, coordinating with Security and Facilities Engineering as appropriate.
Maintain authoritative lease abstracts and a centralized location directory for all active, expired, and pipeline properties.
Track and manage critical date calendars for options, rent escalations, renewal notices, and lease expirations across the entire portfolio.
Initiate and approve rent payments, reconcile operating expense (OPEX/CAM) statements, and manage tenant improvement (TI) allowance drawdowns in coordination with Accounts Payable and Finance.
Serve as the primary point of contact for landlord communications and ensure timely resolution of lease disputes, default notices, and holdover situations.
Administer subleases and license agreements where applicable, ensuring compliance with master lease terms; coordinate billing requirements.
Responsible for office registration and CAGE administration in SAM.gov.
Own the data integrity and completeness of lease records in the company’s lease accounting software, Visual Lease.
Work with Accounting Staff to ensure accurate classification, measurement, and disclosure of right-of-use (ROU) assets and lease liabilities under ASC 842.
Partner with Accounting Staff and external auditors to support quarterly and year-end close processes, including variance analysis and disclosure schedules.
Monitor and facilitate implementing regulatory updates to ASC 842 guidance and internal accounting policy as required.
Coordinate with Finance to align lease commencement, modification, and termination events with proper accounting treatment and journal entry support.
Support leasing of locations that require SCIF accreditation or other secure facility designations, including coordination with DSS/DCSA, Security Officers, and landlords on construction and operational requirements.
Review lease language for SCIF-specific provisions (access control, construction addenda, government right-of-entry clauses) and escalate issues to Legal as needed.
Maintain records of accredited facility locations and support renewals or modifications that may affect SCIF status.
Develop and maintain portfolio dashboards and management reports covering occupancy costs, lease obligations, expiration schedules, and headcount-per-location metrics.
Identify and implement process improvements to the lease administration function, including system enhancements, workflow automation, and documentation standards.
Support integration of acquired companies’ lease portfolios following M&A activity.