Lease Administrator I

Lease Administrator, US Oral Surgery Management. Full-time | Irving, United States

Role Overview

You will manage the full scope of lease administration services for USOSM in a fast-paced, collaborative environment. The role involves heavy coordination, quality control, financial analysis, client relationship management, and process management & improvement. You will work with members of the real estate team and the accounting team, handle escalations, and drive efficiencies.

Key Responsibilities (Essential Functions)

• Lease Abstraction & Data Management: Abstract and review leasing details, coordinate abstractions from transition/regional teams, manage data entry/validation, ensure date integrity, and set up/maintain reminders.
  • This includes maintaining leases within Costar to ensure the proper accounting is generating based on the most recent agreements.
  • We would want this role to share the updates during the period that the Senior Accounting Manager will review as part of close.
• Financial & Reconciliation Tasks:
  • Review CAM, escalations, insurance, real estate tax invoices.
  • Perform rent variance analysis and rent payment processing.
  • Subtenant account management, billing, and collections.
  • Conduct audit/year-end reconciliations, track savings, reconcile invoices, and resolve discrepancies.
• Project & Process Management:
  • Run the rent process monthly to pay lease liabilities.
  • Project assignment and QC tracking.
  • Streamline processes and drive efficiencies.
  • Partnership with Internal stakeholders
  • Invoice preparation.
• Reporting & Analysis: Generate monthly/quarterly/annual reports, ad-hoc reports, financial analysis, and volume trends. Continuous monitoring of critical dates.
• Client & Stakeholder Management: Build and maintain relationships (Internal clients, vendors, landlords), adopt a “Customer First” mindset, assist with new practices setups, and review estoppels.
• Risk & Compliance: Identify conflicts/high-risk items in leases, provide feedback on lease language.
• General: Remain agile with shifting priorities, deliver projects on time/budget, and handle other assigned duties.

Requirements

• Education: Any Graduation (bachelor’s degree preferred but not explicitly required).
• Experience: 1-3 years in lease administration or related real estate roles.
• Technical Skills:
  • Preferred: Experience with CoStar.
  • Strong proficiency in Microsoft Office Suite (especially Excel and Word).
• Soft Skills:
  • Excellent written and verbal communication.
  • Strong organizational, analytical, and multi-tasking abilities.
  • Ability to work independently and in a team.
  • Customer service orientation and relationship-building skills.
  • Ability to work under pressure and prioritize effectively.

Physical & Work Environment

Standard office role with extended computer use (up to 8 hours/day), sitting, occasional standing, and clear verbal/written communication requirements.

Ideal Candidate Profile

A detail-oriented professional with lease administration expertise, particularly in abstraction, financial reconciliations (CAM, taxes, variances), and client-facing work. Experience with lease management software is a big plus. You should be proactive in identifying savings/opportunities, and skilled at process optimization.