Lease Administrator at Uniland Development Corp – Amherst, New York

JOB SUMMARY

The Lease Administrator plays a key role in maintaining consistency, accuracy, and efficiency across all aspects of lease and contract administration for both Uniland’s internal portfolio and third-party managed properties. This role supports the Property Management Department by managing the full lifecycle of commercial leases and contracts, including coordinating expense allocation and invoice approval, and ensuring timely and accurate tenant billing and receivables. This role requires a strong focus on detail, precision, and service quality.

ESSENTIAL FUNCTIONS

• Reviews, abstracts, interprets, and manages all commercial leases and related agreements—including amendments, easements, management contracts, and licenses—ensuring accuracy in data entry and application of terms.
• Monitors and maintains critical lease and contract dates to ensure timely execution of renewals, terminations, and other key actions.
• Oversees tenant billing in accordance with contract terms, including base rent, CAM, utilities, taxes, and other recoverable expenses.
• Reviews, approves, and coordinates the rebilling of vendor and service invoices, ensuring accurate expense allocation to tenants and ownership entities.
• Manages accounts receivable for assigned properties, including collection efforts, resolution of billing issues, and coordination with legal counsel on delinquent accounts.
• Collaborates with legal counsel to ensure lease and contract compliance and provides input on the interpretation and enforcement of lease language.
• Evaluates and resolves billing exceptions, offering recommendations to ensure accurate and equitable outcomes.
• Develops and refines internal processes, documentation, and systems to enhance accuracy, efficiency, and high-quality service delivery.
• Maintains organized, audit-ready records and prepares reports that support lease administration functions and cross-departmental needs.
• Utilizes property management software and related tools to maintain data integrity and support reporting and operational activities.

OTHER DUTIES

• Provides backup and support to Lease Administration team members to maintain consistent service during absences or high-volume periods.
• Supports the Lease Administration Supervisor by compiling data for internal reports, audits, or special projects.
• Provides general support for departmental initiatives.
• Actively participates in and contributes to any/all company initiatives when requested and/or required.

EDUCATION & EXPERIENCE

• Associate’s degree in Business Administration, Accounting, Real Estate, or a related field required; a Bachelor’s degree in a business-related field is preferred.
• A minimum of two years’ of experience in lease administration, property management, commercial real estate, or a related field.
• Experience with interpreting commercial lease documents and administering billing, invoicing, or cost allocations strongly preferred.
• Proven experience in contract review and lease documentation processes, with a strong focus on accurate data entry and billing.
• Demonstrated ability to work collaboratively with other departments such as legal, accounting, and property management to ensure seamless operations.

KNOWLEDGE, SKILLS & ABILITIES

• Strong understanding of commercial lease agreements, real estate terminology, and lease-related laws.
• Proficiency in accounts receivable processes, including billing, cost allocations, and CAM reconciliations.
• Familiarity with real estate financial metrics, including lease terms, rent escalations, and operating expense allocations.
• Proficiency in Microsoft Office Suite and property management software (e.g., MRI, Yardi) for lease tracking and administration.
• Excellent interpersonal skills for effective engagement with tenants, vendors, and internal teams.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent verbal and written communication skills for effective collaboration across teams and departments.
• Strong analytical and problem-solving skills to resolve billing discrepancies, lease compliance issues, and other related challenges.
• High level of accuracy and attention to detail with the ability to maintain accurate lease documentation and billing records.
• Ability to adapt to a fast-paced, dynamic work environment, responding effectively to shifting priorities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Extended periods of sitting at a desk or workstation while performing administrative tasks.
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration.
• Occasionally required to lift and/or move up to 10 pounds.
• Mobility within the office environment to attend meetings, training sessions, or other events.
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.
• Office-based environment with standard office equipment and ergonomic furniture.
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation.
• Work will be performed in an in-office environment.

Uniland Development Company is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply.