Assistant Manager

Job Description – Assistant Manager - Lease Administration (Global Occupier Services)

Night Shift – 7:00 PM to 4:00 AM 

Position Overview

The Lease Administration Process Lead is responsible for overseeing end-to-end lease management activities, ensuring compliance with lease terms, accuracy of financial data, and timely reporting for real estate portfolios. This role requires strong analytical, problem-solving, and client management skills to support business operations and optimize lease-related processes.

Key responsibilities include abstracting and validating lease documents, managing critical dates, processing recurring and non-recurring payments, conducting lease reconciliations and audits, and responding to landlord and client inquiries. The Process Lead also ensures data integrity within lease administration systems, supports financial reporting, and partners with cross-functional teams to drive process improvements.

Key Responsibilities

• Database Management: Oversee and manage a diverse lease portfolio, including lease abstraction and setup, amendment abstraction and setup, estoppel review, vendor setup, and ensuring compliance with lease terms and conditions.
• Financial Management: Perform detailed financial analysis of lease obligations, rent escalations, and other lease-related financial metrics, including: (i) recurring payments processing, (ii) real estate tax payments processing, (iii) non-recurring payments processing, (iv) landlord payment inquiries, (v) incoming client inquiries and requests, and (vi) cost schedule updates.
• Critical Dates Reporting: Track and report key lease dates such as commencements, expirations, renewals, and rent escalations to ensure compliance and timely decision-making.
• Lease Audit & Reconciliations: Lease Audit involves a comprehensive review of lease documents, financial records, and landlord billings to confirm adherence to contractual obligations. The audit process validates accuracy of CAM, tax, and insurance charges, highlights potential overpayments or non-compliance, and provides recommendations for corrective actions, ensuring transparency and financial control.
• Performance Metrics: Responsible for meeting project timelines and maintaining high-quality deliverables. Ensure 100% data accuracy across all assigned tasks through thorough review and compliance with established standards.
• Team Leadership & Oversight: 
• Lead, mentor, and manage a team of analysts, ensuring productivity, accuracy, and timely delivery of lease administration activities 
• Allocate work, monitor performance, and conduct quality reviews to maintain 100% data integrity.
• Act as the primary point of contact for client escalations, queries, and updates.
• Collaborate with landlords, legal, finance, real estate, and internal teams to resolve issues and drive alignment.
• Client & Stakeholder Management: 
• Act as the primary point of contact for client escalations, queries, and updates.
• Collaborate with landlords, legal, finance, real estate, and internal teams to resolve issues and drive alignment.
• Audit & Compliance:
  • Identify gaps in existing processes, propose solutions, and implement automation or efficiency initiatives.
• Ensure compliance with lease accounting standards (ASC 842, IFRS 16) and corporate governance requirements.
• Support internal and external audits by ensuring documentation accuracy and timely responses.
• Process Improvement & Transformation: 
• Lead transitions, migrations, or new client onboarding projects.

Qualifications & Skills

• Education: Bachelor of Commerce, bachelor's degree in real estate, Finance, Accounting, Business, or related field. MBA or equivalent preferred.
• Experience:
  • 12+ years in lease administration/abstraction, property management, or corporate real estate.
  • Experience working with Fortune 500 occupier clients across multiple regions.
• Technical Skills:
  • Expertise in global lease management systems (MRI, Yardi, Visual Lease, Tririga, ProLease, Co-star etc.).
  • Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) with strong skills in Excel (Pivot Tables, VLOOKUP, formulas, and reporting).
  • Experienced in developing SOPs, training materials, and process documentation.
  • Provides mentorship and quality oversight to junior analysts and team members.
  • Strong communication and client management skills for interacting with landlords, auditors, and stakeholders.