boston planning & development agency

LEASE ADMINISTRATION MANAGER

Job ID
2021-1545
Category
Budget & Finance
Grade Level
L
# of Hours
35
Salary Range
$77,700 - $96,600

Summary

Boston Planning & Development Agency

 

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

 

TITLE:          LEASE ADMINISTRATION MANAGER

 

GRADE:        L

 

DEPARTMENT/DIVISION:          BUDGET AND FINANCE

 

SUMMARY OF RESPONSIBILITIES:

Under the direction of the Budget Director, the Lease Administration Manager will lead the Finance department's lease administration activities with an emphasis on reporting, tenant billings and information database maintenance.

The BPDA is a self-financed quasi-governmental agency responsible for guiding equitable growth across the City of Boston.  A significant majority of the Agency’s annual revenue is raised from its real estate - including over 7 million square feet of built improvements across approximately 140 leases and licenses.  

The Lease Administration Manager has primary responsibility for ensuring the terms of all the Agency’s leases and licenses are tracked, enforced and properly billed/administered.  In service of this goal, the Lease Administration Manager will be responsible for ensuring that all lease activity is recorded properly in support of accounting standards and kept up to date in the Agency’s lease management software. The Lease Administration Manager will be the department’s subject matter expert across the lease environment.  The Lease Administration Manager will act in coordination with the Real Estate team when communicating with tenants.  Further, the Lease Administration Manager will be a thought partner with the Real Estate and Legal departments to ensure all lease agreements remain in good standing.

GENERAL DUTIES AND RESPONSIBILITIES:

  • Provide real estate and finance-oriented project management and analytic support to the Finance, Legal and Real Estate departments.
  • Perform project specific analysis to identify or enhance revenue generation opportunities and/or mitigate expenses.
  • Perform regular Real Estate Percentage Rent / Net Cash Flow and other extraordinary lease revenue analysis for the BPDA Real Estate portfolio.
  • Manage all aspects of the real estate lease administration function for the Finance department.
  • Serve as primary system administrator for Yardi Voyager commercial lease software ensuring that system updates are tested and implemented and that all reports are reconciled with the accounting team.
  • Review and codify lease terms and conditions to ensure accurate entry into the Yardi system.
  • Assists with year-end audit activities and leads all phases of the GASB 87 lease reporting audit requirements in coordination with the Controller and other parties as needed.
  • Manage the process to track all critical dates (expirations, options, payment triggers, escalations etc.) and promptly contact appropriate Real Estate and Finance leaders to advise them on an appropriate course of action.
  • Act as the Finance department’s liaison for client and landlords and work closely with internal managers to provide timely responses to lease/contract questions that may arise.
  • Interpret complex commercial agreement/lease language and attend to all lease details in a proactive fashion.
  • Direct the production of monthly lease activity reports, financial payment schedules and other reports as needed.
  • Lead efforts to monitor accounts and process collections as needed.
  • Lead monthly contract status report meeting.
  • Identify all landlord related charges to ensure they are properly recorded and consistent with lease language; perform CAM/OPEX and R/E Tax reconciliations and bill additional rent when trigger points met.
  • Identify all amounts in agreements to be billed, work with A/R Department to send out invoices and work with A/R, Finance, Legal and Real Estate staff to resolve delinquency issues.
  • Ensure the BPDA content management system is fully leveraged to maintain lease documents.
  • Prepare and follow a continual audit schedule for all existing lease documents in the portfolio.
  • Request, monitor and process certificates of insurance and ensure they match contract requirements; monitor any other contract covenants
  • Reconcile accounts with outstanding balances and work with external/internal clients to resolve disputes.
  • Coordinate information among departments.
  • Work closely with Real Estate leasing operations.
  • Supervise and mentor assigned staff
  • Perform other duties as assigned by Budget Director or Controller.

 

QUALIFICATIONS: Work requires a Bachelor’s degree in business, commercial real estate, accounting or similar field and a minimum of 5-7 years of progressively responsible and relevant experience in commercial contract and real estate lease administration and/or paralegal, accounting or property management fields (Landlord side preferred). Master’s degree in real estate, business, or finance preferred, but not required.   Significant and directly related experience may substitute for the degree requirement. Must have deep working experience with commercial real estate leases and other real estate agreements. Must possess strong understanding and demonstrated management of commercial management software such as Yardi.   Preference for accounting experience. Supervisory experience a plus. Must be curious, thorough, and anticipate needs while reading large complex agreements.  Provide a high degree of professional customer service to both internal and external parties with an eye for the details.  Excellent written and verbal communication and organizational skills.  Must be pro-active with follow-through and follow-up with ability to meet commitments and deadlines.  Identify and address data gaps and data improvement opportunities in an effort to maintain the highest levels of data integrity.  Must be able to work under pressure, deal with multiple deadlines, effectively handle stressful situations, and work with minimal direction/supervision.  Proficiency with Microsoft Products, especially Excel, is required.

 

WORK ENVIRONMENT:

Normal office environment; frequent site visits and attendance at evening meetings.

 

PHYSICAL REQUIREMENTS:

Little or no exertion; regular local travel.

 

SCOPE:  Not applicable.

 

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

 

 

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