boston planning & development agency

SENIOR LEASING ADMINSTRATION SPECIALIST

Posted Date 09/21/2021
Job ID
2021-1621
Category
Budget & Finance
Grade Level
I
# of Hours
35
Salary Range
47,100 - 58,900

Summary

Boston Planning & Development Agency

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

 

TITLE: SENIOR LEASE ADMINISTRATION SPECIALIST

GRADE:        I                       STATUS:       EXEMPT

DIVISION/DEPARTMENT: BUDGET AND FINANCE

OVERVIEW:

The Boston Planning & Development Agency (BPDA) is the planning and economic development agency for the City of Boston. The BPDA plays a far-reaching role in shaping the City.We are a self-sustaining agency and our love for Bostoninspires usto make our City an even better place to live, work, and connect.The Boston Planning and Development Agency (BPDA) is committed to attracting and retaining a diverse staffwith diverse experiences while continuing to work to build and sustain an equitable and inclusive work environment, where cultural diversity is celebrated and valued.We believe every member on our team enriches our agency andallows us to see a broad range of ways to understand and engage with our city, identify challenges, and discover, design, and deliver solutions.

SUMMARY OF RESPONSIBLITIES:
Under the direction of the Budget Director, the Senior Lease Administration Specialist will support the Finance department's lease administration activities with an emphasis on reporting, tenant billings and information database maintenance. The Sr. Lease Administration Specialist 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 Sr. Lease Administration Specialist 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 Sr. Lease Administration Specialist will act in coordination with the Real Estate team when communicating with tenants.  

 

GENERAL DUTIES AND RESPONSIBILITIES:
General duties and responsibilities of the position are included in but not limited to the information listed below:

  • 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.
  • 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.
  • Administer 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.
  • Produce monthly lease activity reports, financial payment schedules and other reports as needed.
  • Support efforts to monitor accounts and process collections as needed.
  • 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.
  • 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.
  • Perform other duties as assigned by Budget Director or Controller.

QUALIFICATIONS AND COMPETENCIES

Work requires a bachelor’s degree in business, commercial real estate, accounting or similar field and a minimum of 2-5 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). 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.  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 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.

 

 PHYSICAL REQUIREMENTS:

Little or no exertion; may spend extended periods at keyboard.

 

 SCOPE: N/A

 

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

 

 

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