Benefits:
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Waterstone Properties Group
Job Title: Lease Administrator - Onsite, Needham, MA
Position Summary
This role serves as the central point of accountability for lease data, critical dates, rent escalations, and compliance, working closely with Finance, Asset Management and Property Management to ensure lease terms are executed and enforced accurately within Yardi.
This is a detail-driven role with real operational impact, ideal for someone who enjoys ownership, organization, and being the “go-to” expert on lease information.
Key Responsibilities
Lease Administration & Abstracting
Abstract new and amended commercial leases into Yardi with a high level of accuracy
Maintain complete and organized electronic lease files, including amendments, guaranties, estoppels, and notices
Review executed leases for accuracy and consistency with approved deal terms
Assist with onboarding new tenants including lease abstracts, compiling tenant contact information, and providing welcome packages
Manage collection of tenant sales and percent rent reporting, collect documentation as needed.
Critical Dates & Compliance
Track and manage all key lease dates, including rent commencements, options, expirations, renewals, and termination rights
Monitor and maintain tenant compliance with lease requirements (insurance (COI), use clauses, reporting obligations, etc.)
Prepare and track tenant notices related to rent changes, options, defaults, and lease events
Maintain utility account and meter information to ensure all tenants are being billed properly and track landlord-controlled accounts
Rent & Financial Coordination
Coordinate with Accounting/Property Management to ensure rent, percentage rent, CAM, and escalation schedules are billed correctly in Yardi
Review rent changes, percentage rent clauses, and lease adjustments for accuracy
Assist Property Management with the collection of rent payments and track tenant accounts/delinquencies
Communicate with Property Managers and tenants on outstanding rent obligations or changes moving forward, send out notices if needed.
Assist with CAM reconciliation and billing as needed.
Leasing & Asset Management Support
Support Leasing and Asset Management teams with lease language review, abstracts, and deal documentation
Assist with due diligence requests for refinancing, acquisitions, dispositions, and audits
Prepare lease summaries, rent rolls, and expiration reports for internal stakeholders and ownership
Collaborate closely with the Accounting, Tenant Coordination, Legal, Collections, and Property Management teams, providing detailed analysis and strategic insights to support lease compliance and administration processes
Systems & Reporting
Maintain the accuracy and integrity of lease data within Yardi
Generate standard and ad-hoc lease reports, including rent rolls, expirations, options, receivable reports, default notices and amendments
Identify opportunities to improve lease administration processes and data quality
Qualifications
Required
2-3 years of lease administration experience within commercial real estate
Hands-on experience administering leases in Yardi
Strong understanding of retail commercial lease structures, amendments, and key lease provisions
Exceptional attention to detail, accuracy and organizational skills
Ability to manage a high-volume lease portfolio while maintaining accuracy
Proficiency in Microsoft Excel and document management systems