Lease Admin Analyst

Job Title

Lease Admin Analyst

Job Description Summary

The Analyst/Senior Analyst is responsible for all aspects of Lease Administration (Lease abstraction, Quality review, Portfolio management) and to work as part of or managing a team ensuring efficient and accurate accounting of client data records, rent processing and reporting requirements.
We have multiple openings within the Asset Management Team who will partake on an exciting project to strategize and manage one of our largest accounts’ diverse National and Regional Portfolio of owned, leased, office and retail assets to enable the client to deliver on its customer’s needs.

Job Description

Responsibilities

• Maintain the database by updating records when a lease or sublease is amended, a new location is added, a lease expires or is terminated, or an owned property is purchased or sold.
• Extract pertinent and critical data for Real Estate Lease documents and input data into client specific data base. Extracted information will align with protocol of standards established for client
• Performs quality review of lease data abstraction to ensure accuracy and escalating for additional review to outstanding document or data exceptions until complete data set has been capture and align with data standards.
• Ensures correct formatting and accuracy of reporting outputs as requested by client
• Maintain database ensuring all data is current, accurately classified and reviewed for quality assurance
• Process accurate and timely rent and additional rent payments
• Timely and accurate delivery of all standard and ad hoc reporting
• Reviews business terms of Estoppel Certificates, SNDA Agreements to ensure business terms are accurately reflected. Assist client to coordinate legal review and final execution for timely submission to Landlord.

Lease Abstraction

• Extract of all contracts falling under C&W abstraction scope. Coordinate the abstraction of new leases, subleases and amendments based on the abstraction template currently in place and being utilized by Client’s contracted partner; includes quality review and upload of documents to Client’s System including the quality review checklist.

Data Management

• Track, monitor, update and report on all critical dates.
• Provide system generated monthly reports from database in accordance with Client’s reporting calendar, including portfolio and project reports, and other agreed upon portfolio reporting. Provide ad hoc reports to Client as requested.
• Participation in Client meetings; lead weekly lease administration status meetings and conference calls as required.
• Assists with the design of reports utilizing a variety of software tools.

Rental Payment Administration

• Assists in resolving critical issues for clients by researching and gathering information about payment transactions, lease terms and other relevant items as requested.
• Tracks payables and receivables associated with the leases in portfolio. Processes client rent rolls utilizing the database. Prepares export files and sends to accounting for payables processing.
• Prepares invoices for subtenants, reconciles subtenant accounts, reviews incoming invoices for errors/accuracy with lease document and ensures correct coding.
• Performs annual operating expense reconciliations, monitors audit windows and audit requirements contained in the lease documents.
• May conduct financial analysis/accounting as appropriate, including AR/AP, rent rolls, and budgets in accordance with required accounting principles (GAAP, Tax, Cash, etc.).

Qualifications & Requirements

• Bachelor’s degree required
• Minimum of 2-3 years of experience Real Estate Industry with clear understanding of commercial lease terms
• Proficient in MS applications especially data entry and management tools (MS Excel)
• Comfortable with data entry and data management
• Strong relationship management and interpersonal skills
• With analytical thinking skills and financial acumen
• Ability to solve advanced problems and deal with a variety of options in complex situations
• Demonstrates an understanding of Lease Administration terms and clauses
• Ability to perform well under pressure whilst managing competing agendas
• A motivated team player who can support a multi-regional and diverse team
• Dynamic and creative thinker coupled with an orientation to drive results through creative problem solving, process and rigor
• Exceptional flexibility and adaptability
• Demonstrates strong attention to details
• Must be able to engage others effectively in a matrix organization environment – up, down, laterally, and through

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. May be required to travel outside between properties in varying weather conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction.

AAP/EEO Statement

Cushman & Wakefield provides equal employment opportunity to all individuals regardless of their race, colour, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

INCO: “Cushman & Wakefield”