Senior Lease Compliance Specialist

Commonwealth of Massachusetts•Boston, MA

About The Position

The Senior Lease Compliance Specialist serves as the senior technical resource for lease compliance and lease administration within DCAMM Real Estate, including the Leasing office and the Office of Real Estate Management. Under the direction of the Compliance Manager, this role oversees day-to-day compliance activities, supports portfolio management, provides oversight to compliance support staff and paralegals, and develops standardized processes and workflows. The position helps ensure accurate, consistent, and effective lease compliance and administration across the Commonwealth’s leased portfolio. The role involves maintaining lease abstracts and compliance records; monitoring contractual obligations and deadlines; reviewing lease documents; conducting financial and lease audits; identifying and addressing compliance and financial risks; developing procedures and process improvements; guiding and training staff; analyzing portfolio information; preparing management reports; and working with agencies, landlords, counsel, consultants, and internal stakeholders. The position requires strong analytical, organizational, communication, and problem-solving abilities, exceptional attention to detail, and the ability to manage competing priorities.

Requirements

At least five years of full-time, or equivalent part-time, technical or professional experience in urban or regional planning, environmental planning, transportation planning, or land use planning, with at least three years in a professional capacity and at least one year in a supervisory capacity, or an equivalent combination of experience and permitted substitutions.
A bachelor's or graduate degree in a listed planning, architecture, engineering, or environmental field may substitute for specified portions of the required experience, subject to the stated limits; education toward such a degree is prorated.
Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License.
Strong analytical, organizational, and problem-solving skills.
Exceptional attention to detail and commitment to accuracy.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Proficiency in Microsoft Office applications, database systems, and reporting tools.
Ability to work independently and collaborate effectively across teams and organizational levels.

Nice To Haves

Significant experience in lease administration, lease compliance, real estate, property management, contract administration, legal support, or a related field.
Experience reviewing and interpreting commercial lease agreements and related legal documents.
Experience conducting lease audits, including NNN reconciliations and operating expense reviews.
Demonstrated experience developing workflows, procedures, and process improvements.
Experience providing oversight, training, or mentoring to professional or administrative staff.
Knowledge of commercial real estate practices, lease administration principles, and lease compliance requirements.

Responsibilities

Maintain and oversee lease abstracts, critical-date tracking systems, and compliance records for a portfolio of leased properties.
Monitor lease obligations, notice requirements, renewal deadlines, amendment requirements, and other contractual obligations.
Review lease agreements, amendments, and related documents to identify compliance requirements, risks, and potential liabilities.
Assist in developing and implementing compliance monitoring programs.
Work with Project Managers to verify contractual milestones, deliverables, and lease obligations are met.
Coordinate with user agencies, landlords, legal counsel, and internal stakeholders to resolve lease compliance and operational issues.
Review property and lease files to ensure documentation is complete and accurate.
Lead lease audits, including NNN reconciliations, operating expenses, escalation charges, and other landlord billings.
Review financial records, invoices, reconciliations, and supporting documents for accuracy and compliance with lease provisions.
Identify discrepancies, compliance concerns, and financial risks, and recommend corrective actions.
Prepare audit reports, findings, and recommendations for management review.
Monitor corrective actions and follow-up activities related to audit findings.
Develop and maintain standardized workflows, procedures, and quality-control processes for lease administration and compliance.
Identify opportunities to improve efficiency, consistency, and accuracy in lease management.
Establish document management standards and compliance tracking systems.
Create and maintain process documentation, desk procedures, and training materials.
Assist with implementing technology solutions and reporting tools for lease administration and compliance oversight.
Recommend operational improvements to enhance productivity, accountability, and customer service.
Provide day-to-day guidance and technical oversight to Lease Compliance Analysts, paralegals, and other support staff.
Review staff work products for completeness, accuracy, consistency, and compliance with procedures.
Assist with staff training, onboarding, mentoring, and professional development.
Serve as a subject matter expert on lease compliance, lease administration, auditing, and documentation standards.
Help establish performance expectations and best practices for lease compliance activities.
Support workload management and prioritization to ensure timely completion of assignments.
Compile, analyze, and interpret lease performance, compliance, and operational data.
Develop reports, dashboards, and presentations for management and executive leadership.
Track compliance metrics, audit results, critical dates, and portfolio performance indicators.
Identify trends, emerging risks, and opportunities for process improvements.
Prepare recommendations concerning compliance initiatives, operational enhancements, and risk mitigation.
Maintain working relationships with user agencies, landlords, legal counsel, consultants, and other stakeholders.
Respond to inquiries about lease compliance, audits, lease obligations, and property management issues.
Participate in meetings and projects involving lease administration, compliance, and operational initiatives.