Senior Lease Administrator

Department: Lease Administration / Property Management

Reports To: Manager, Lease Administration

Location: Brentwood, TN – In Office

Employment Type: Full-Time

Position Summary

The Senior Lease Administrator plays a key role in supporting HBRE’s clients by providing advanced lease administration expertise, ensuring the accuracy and integrity of lease records, and delivering timely, high-quality service across complex portfolios. This position is responsible for reviewing and interpreting complex lease documents, overseeing lease data management and abstraction, monitoring critical dates and contractual obligations, and supporting Accounts Receivable, Accounts Payable, Common Area Maintenance (CAM) reconciliations, and portfolio reporting. The Senior Lease Administrator serves as a subject matter resource for the team, provides guidance and mentorship to Lease Administrators, and helps drive consistency, accuracy, and continuous improvement in lease administration processes.

The ideal candidate brings strong commercial real estate and lease administration expertise, excellent organizational skills, attention to detail, and strong analytical and problem-solving abilities. This individual can independently manage complex assignments while proactively identifying and resolving discrepancies and potential risks. This individual demonstrates initiative, sound judgment, and a strong commitment to accuracy, accountability, and client service, while helping develop team capabilities through knowledge sharing, peer support, and quality review. The ability to manage competing priorities, meet deadlines, and build effective stakeholder relationships in a fast-paced, evolving environment is essential.

Essential Duties & ResponsibilitiesLease Administration

• Maintain accurate and up-to-date lease records within client lease administration platforms, ensuring data integrity and consistency across assigned portfolios.


• Abstract and interpret complex lease documents, accurately capturing lease terms, clauses, financial obligations, and contractual requirements.


• Upload, organize, and maintain lease documents in accordance with established naming conventions and document management standards.


• Establish and maintain lease schedules for rent, operating expenses, escalations, reimbursements, and other contractual obligations.


• Track critical dates, including renewals, expirations, options, and escalations, ensuring timely notifications and proactive follow-up on potential risks.


• Process lease amendments, renewals, assignments, and other lease modifications, ensuring accurate updates to lease records and related contractual requirements.


• Track Certificates of Insurance (COIs) tracking and coordinate renewal follow-up to support compliance with lease requirements.


• Independently research and resolve complex lease discrepancies, missing documentation, and data inconsistencies, escalating material issues when appropriate.


• Provide guidance and mentorship to Lease Administrators on lease interpretation, documentation standards, system processes, and complex assignments.


• Support quality and consistency across the team by reviewing lease data and documentation, sharing best practices, and identifying opportunities for process improvement.


• Collaborate with transaction management teams, client stakeholders, and internal departments to resolve complex lease administration matters.

Financial Services

• Generate and distribute monthly rent invoices and other lease-related billings, including complex billing scenarios requiring interpretation of lease terms.


• Prepare tenant statements, monitor outstanding receivables, and coordinate follow-up on delinquent balances.


• Perform monthly account reconciliations and independently investigate and resolve complex billing or payment discrepancies.


• Review landlord invoices against lease terms, including base rent, operating expenses, escalations, base years, and expense stops.


• Identify overcharges, missing credits, and other billing exceptions, and coordinate appropriate resolutions.


• Perform and support annual Common Area Maintenance (CAM) reconciliations, lease audits, and related financial reviews, providing oversight and guidance to Lease Administrators to ensure calculations are accurate, supporting documentation is complete, and results align with contractual lease provisions.


• Review financial work completed by Lease Administrators for accuracy, completeness, and compliance with lease terms and established procedures, providing constructive feedback and guidance as needed.


• Mentor and support Lease Administrators in financial processes, reconciliations, invoice reviews, and discrepancy resolution, assisting with complex issues as needed.


• Identify recurring financial discrepancies and recommend process improvements to strengthen accuracy, consistency, and efficiency.

Reporting & Client Support

• Prepare and deliver monthly and quarterly lease administration, Accounts Receivable (AR), Accounts Payable (AP), and financial portfolio reports in accordance with client-defined reporting schedules and requirements.


• Track and report on AR aging, collections, reconciliations, holdovers, and other portfolio metrics, identifying discrepancies, trends, and items requiring follow-up.


• Prepare ad hoc reports and analyses to support client requests and portfolio reporting needs.


• Review reports and supporting data prepared by Lease Administrators for accuracy, completeness, and consistency with client requirements.


• Communicate professionally and effectively with clients, tenants, landlords, vendors, and internal HBRE team members, addressing complex inquiries and coordinating issue resolution as needed.


• Escalate material lease, financial, or compliance issues to the appropriate stakeholders in a timely manner and support follow-up through resolution.


• Maintain accurate and timely documentation of work performed, outstanding issues, and follow-up actions.


• Provide guidance and mentorship to Lease Administrators on reporting standards, client service expectations, and the preparation of accurate, timely deliverables.

Qualifications

• 3+ years of experience in lease administration, commercial real estate, property management, accounting, or a related field.


• Strong attention to detail, organizational skills, and commitment to data accuracy and quality.


• Demonstrated ability to interpret lease terms and apply contractual requirements to lease records and financial obligations.


• Strong analytical, problem-solving, and critical-thinking skills, with the ability to independently investigate and resolve complex issues.


• Proficiency in Microsoft Office, particularly Excel.


• Strong written and verbal communication skills, with the ability to communicate effectively with clients and internal stakeholders.


• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.


• Ability to work independently while collaborating effectively as part of a team.


• Ability to review work for accuracy and completeness, provide constructive feedback, and mentor and support Lease Administrators.

Preferred:

• Experience in commercial or healthcare real estate.


• Experience with lease administration software and systems.


• Familiarity with Accounts Receivable (AR), Accounts Payable (AP), Common Area Maintenance (CAM) reconciliations, and lease audits.