The Lease Administration Analyst is responsible for managing and analyzing critical financial and contractual information within commercial lease agreements. This role focuses on performing operating expense reconciliations, abstracting lease terms related to expenses, and ensuring compliance with lease requirements. The Lease Administration Analyst will play a key role in maintaining accurate lease data, preparing reports, and supporting financial accuracy across the client’s real estate portfolio.

Key Responsibilities:

Operating Expense Reconciliation

Conduct annual reconciliation of operating expenses, including common area maintenance (CAM), tax, and insurance costs, as outlined in commercial leases.

Monitor and track audit windows and audit requirements specified in lease documents, ensuring compliance with contractual terms.

Identify discrepancies in landlord-provided expense statements, collaborating with internal teams and external parties to resolve issues.

Lease Document Abstraction and Interpretation

Abstract and interpret complex lease documents and amendments to extract key information on expense obligations and financial clauses.

Ensure critical data, such as recurring rent and expense streams, is accurately entered into the lease management system.

Maintain a comprehensive understanding of lease terms related to expense allocations, pass-through charges, and rent adjustments.

Monthly Compliance and Accuracy Review

Review monthly statements, invoices, and calculations to ensure accuracy and alignment with lease terms and compliance standards.

Update recurring rent and expense information in the client’s database to match current invoices, ensuring data integrity.

Calculate base rent increases according to Consumer Price Index (CPI) adjustments and other specified escalation clauses in commercial leases.

Reporting and Data Management

Prepare and distribute monthly, quarterly, and annual reports related to base rent, critical dates, and any identified issues in lease abstracts.

Track and document critical dates, such as renewals, expirations, and audit deadlines, proactively notifying stakeholders of upcoming requirements.

Ensure that data management systems are up-to-date, organized, and aligned with current lease information and financial requirements.

Collaboration and Stakeholder Communication

Work closely with property managers, landlords, and internal finance and legal teams to clarify lease terms, resolve discrepancies, and address compliance issues.

Provide insights and recommendations based on analysis of lease terms, expenses, and rent increases to support budgeting and forecasting efforts.

Contribute to special projects and continuous improvements within the lease administration function.