Senior Lease Administration Manager

Job Description:

As a forward-thinking, vertically integrated real estate private equity firm, CIRE Equity is committed to delivering lasting value to investors while making a positive impact on communities it serves. CIRE Equity prioritizes responsible stewardship, aligning our partners for maximum value while mitigating risk.

What Makes CIRE Special

At CIRE Equity, we want our employees to be successful, and we believe that a large part of success is aligned around our unique core values that form our cultural DNA. To learn more about CIRE’s vision and values visit: CIRE Equity Website

Purpose of Position

Reporting to the VP of Accounting, the Lease Administration Manager will develop and execute best practices for the lease administration department to manage all aspects of the lease abstracting and data integrity of lease information in accounting systems. The position will interact and collaborate within the organization to ensure timely execution of assigned responsibilities.

Leadership

• Lead, manage, and hold lease administration department accountable for their performance both technically and culturally.
• Remove roadblocks and obstacles to enable the department to perform their best work.
• Recommends staff recruitment, selection, promotion, advancement, and corrective action.
• Prepares and delivers performance appraisal for staff.
• Mentors and coaches team members to further develop competencies.
• Leads by example and model behaviors that are consistent with the company’s core values.
• Ability to manage remote team members.

Lease Administration

• Manage day-to-day operations of the department, including lease abstraction and lease data updates.
• Resolves critical tenant issues by researching and gathering information about payment transactions, lease terms, and other relevant items.
• Ensures data integrity and accuracy by performing quality control review of work completed and data prepared by team members.
• Creates efficiencies by reviewing and updating standard procedures for Lease Administration and it interaction with other departments.
• Oversee monthly tenant billing and statement distribution.
• Ensure accurate calculations of tenant billings which may include percentage rent, CAM adjustments, tenant bill backs, late fees, CPI increases, and any other special charges.
• Perform regular CAM accrual to maintain accurate financial records.
• Coordinate with collections to input bad debt write offs to maintain accurate financial records.
• Coordinate with FP&A on CAM models to ensure accurately reflected in the accounting system for tenant billings.
• Ensures timely calculation and distributions of CAM reconciliations and estimates by working with Property Managers and Property Accountants.

This is not intended to be an exhaustive list and additional duties may be assigned.

Reporting Structure

• Position reports directly to: VP of Accounting

Vital Goals/Performance Measurements

• # of corrections to accounting system data
• 100% recapture of tenant bill back charges
• Timely and accurate tenant ledgers
• Bad debt write-offs completed quarterly

Position Requirements

Position Competencies 

• Basic IT competencies to self-troubleshoot due to remote first work environment.
• Possess a self-motivated, analytical, inquisitive, passionate, and humble mind set.
• Strong emotional intelligence which includes effective interpersonal skills, self-awareness, self-control, social perception, and social management.
• Ability to maintain a high degree of accuracy and attention to detail in work output while maintaining high productivity.
• Ability to conduct an in-depth review of legal documents to ensure accuracy.
• Ability to effectively manage conflict to diffuse tense situations to bring about desirable outcomes.
• Clear and effective communication skills, both written and verbal.
• Effective analytical and problem-solving skills and ability to exercise sound judgement.
• Effective time management skills in order to execute multiple priorities against key deadlines in a fast-paced environment.

Work Experience Qualifications 

• Minimum 7+ years of lease administration experience.
• Previous experience managing direct reports is desirable or demonstrated leadership skills.
• Intermediate to Advanced Query skills preferred.
• Experience with MRI.
• Experience with Nexus & Hubspot or similar systems preferred.
• Intermediate to advanced computer skills including proficiency with MS Office (Excel, Word, Outlook), video conference software (e.g. Teams, Zoom, etc.), and ability to quickly learn new programs.