Lease Administrator

Job Title: Lease Administrator

Location: Washington DC-Baltimore Area

Job Type: Full-Time

About the job:

We are seeking a detail-oriented and highly organized Lease Administrator to coordinate lease administration functions and maintain the integrity of lease abstract and lease archive databases. This role requires extensive experience interpreting commercial lease agreements, managing critical lease documentation, ensuring compliance with lease obligations, and collaborating with multiple internal departments and external stakeholders.

Key Responsibilities:

Lease Administration & Documentation:

Analyze newly executed lease agreements, amendments, licenses, and related legal documents.

Maintain and manage lease archive databases, ensuring all executed documents are properly recorded and distributed.

Prepare accurate lease abstracts summarizing key lease provisions and update them throughout the lease term.

Monitor lease milestones, critical dates, rent commencements, expirations, renewals, and notice requirements.

Prepare lease-related notices, including commencement letters, delivery letters, right-of-first-offer notices, and other tenant communications.

Maintain tracking systems to ensure timely completion of lease compliance requirements.

Billing & Reporting:

Prepare billing worksheets and coordinate updates to lease-related financial information.

Review and update monthly lease reports, including commencement dates, rent commencement dates, expirations, and sublease information.

Coordinate move-out procedures and lease closeout activities upon lease expiration.

Compliance & Risk Management:

Obtain, review, and track letters of credit, including renewals, draws, and returns.

Manage insurance compliance by obtaining, reviewing, and tracking certificates of insurance and renewals.

Ensure lease documentation and tenant records remain accurate and compliant throughout the lease lifecycle.

Legal & Operational Support:

Assist with acquisitions, dispositions, refinancing transactions, and joint venture projects by conducting lease due diligence.

Support legal counsel with lease-related documentation, including leases, licenses, assignments, subleases, consents, waivers, and termination agreements.

Process tenant name change requests and maintain related documentation.

Participate in collections efforts by preparing default notices, tracking cure periods, and coordinating security deposit or letter-of-credit applications.

Monitor upcoming lease expirations and coordinate tenant restoration requirements.

Collaboration & Communication:

Serve as a key liaison between Accounting, Property Management, Construction, Leasing, Legal, brokers, tenants, and external attorneys.

Respond to internal and external inquiries regarding lease administration matters.

Train team members on lease administration systems and database usage.

Support special projects and perform additional duties as assigned.

Qualifications:

Bachelor's degree required.

Degree concentration in Business, Real Estate, or a related field preferred.

3–5 years of lease administration or related real estate experience.

Strong experience interpreting and administering commercial lease agreements, preferably within the commercial office sector.

Proficiency in Microsoft Office Suite.

Strong analytical and problem-solving abilities.

Excellent organizational and time-management skills.

Exceptional attention to detail and accuracy.

Strong written and verbal communication skills.

Ability to manage multiple priorities and meet deadlines.

Ability to work independently and collaboratively within a team environment.

Professional interpersonal skills with a strong customer-service orientation.

Adaptability and willingness to learn new systems, technologies, and processes.