Senior Lease Administrator

About the Job

(Job Summary)

Turnberry is seeking an experienced Sr. Lease Administrator to support its retail real estate portfolio with a focus on shopping center lease administration, lease accounting, tenant billing, and lease data integrity. This position is responsible for interpreting lease documents, maintaining accurate lease and tenant data in Yardi, supporting tenant billing and recovery processes, tracking critical lease obligations, and coordinating with Accounting, Leasing, Legal, Operations, Asset Management, and tenants to ensure lease terms are administered accurately and timely.

This role is critical to financial reporting, tenant relationships, cash flow, compliance, and operational decision-making. The ideal candidate understands how lease terms flow through rent rolls, tenant ledgers, recurring charges, percentage rent, CAM and real estate tax recoveries, security deposits, and reporting, and is comfortable resolving issues in a fast-paced retail real estate environment.

What You Do:

(Duties/Responsibilities)

Lease Administration, Abstraction & Data Integrity

• Abstract, interpret, input, and maintain lease data for shopping centers, mixed-use properties, temporary tenants, amendments, assignments, renewals, terminations, and other legal documents.
• Maintain accurate lease records in Yardi, including critical dates, commencement dates, rent commencement dates, expirations, options, sales reporting obligations, exclusives, co-tenancy, go-dark provisions, radius restrictions, use clauses, security deposits, and other landlord or tenant obligations.
• Review lease language for billing, operational, legal, and financial reporting impact and escalate ambiguous, conflicting, or high-risk provisions to the appropriate internal stakeholder.
• Maintain approved lease abstracts and supporting documentation in accordance with company standards, version control practices, and audit requirements.
• Validate that square footage, lease status, lease dates, charge schedules, and tenant information in Yardi agree to executed lease documents and approved amendments.

Tenant Billing, Lease Accounting & Accounts Receivable Support

• Validate tenant billings in accordance with lease terms, including base rent, recurring charges, one-time charges, invoice billbacks, rent credits, late fees, percentage rent, recoveries, and other tenant account adjustments.
• Support Yardi cash application activity, credits, payment research, tenant ledger review, late fee reversals, AR adjustment forms, rent credits, TIA credits, write-offs, and reconciliation of tenant activity against lease terms.
• Review AR aging reports, identify delinquent balances, research billing disputes, coordinate resolution, and support collections strategy with Accounting, Legal, and management.
• Assist with bad debt schedules, monthly accrual support, bankruptcy account updates, default review, 3-day notice support, payment plans, and legal documentation requests.
• Maintain and monitor security deposits, Letters of Credit, refund support, deposit deficiencies, and related backup documentation.

Retail Sales, Percentage Rent & Tenant Compliance

• Monitor tenant sales reporting obligations and follow up with tenants for missing, incomplete, or disputed sales submissions.
• Review tenant sales and supporting documentation; calculate, process, and review percentage rent billings in accordance with lease requirements.
• Support third-party sales audits, analyze audit discrepancies, prepare tenant audit correspondence, and coordinate follow-up with tenants and internal stakeholders.
• Prepare and distribute internal comparative sales reports, rent roll extracts, month-to-month tenancy reports, and other recurring lease administration reporting as needed.

CAM, Real Estate Tax, Escrow & Recovery Processes

• Assist with CAM, real estate tax, insurance, utility, and other recovery billing processes, including setup validation, escrow adjustments, true-up support, and tenant inquiry resolution.
• Perform variance analysis and support documentation review for recoverable charge calculations and tenant reconciliations.
• Coordinate with Accounting, Property Management, and Operations to validate recoverable charge assumptions, tenant share calculations, supporting documentation, and tenant communications.
• Identify potential billing exclusions, caps, gross-ups, audit rights, and other lease-driven recovery limitations.

Critical Dates, Notices & Lease Lifecycle Support

• Manage lease administration calendars and key deadlines, including openings, closings, delivery of premises, possession, rent commencement, option notices, expiration dates, sales reporting deadlines, audit windows, and other required notices.
• Monitor lease-related notices, including DOP, open and close requests, commencement date agreements, estoppels, SNDAs, renewal option letters, default notices, and termination-related items.
• Support due diligence, acquisitions, dispositions, refinancing, lender requests, partner reporting, and property or system setup by reviewing lease language and validating financial obligations.
• Participate in construction, leasing, operations, and property meetings where lease terms, delivery dates, openings, tenant buildout, or billing commencement may be impacted.

Tenant Relations, Dispute Resolution & Cross-Functional Support

• Serve as a knowledgeable point of contact for tenant inquiries related to lease interpretation, billing, statement balances, sales reporting, contact updates, disputes, and payment status.
• Research tenant questions and billing disputes end-to-end, coordinate with internal teams, communicate resolutions professionally, and maintain documentation of outcomes.
• Collaborate with Accounting, Leasing, Legal, Operations, Property Management, Asset Management, Marketing, and external parties to resolve lease, billing, documentation, and reporting matters.
• Provide lease and monetary information to Legal for defaults, collection actions, settlement review, bankruptcy matters, amendments, and other legal actions.

Reporting, Controls, SOPs & Process Improvement

• Prepare, maintain, and review recurring lease administration reports, including rent rolls, month-to-month tenancy schedules, sales reports, lease logs, critical date reports, receivables summaries, and other management reporting.
• Analyze and explain month-to-month changes in tenant activity, billings, sales, recoveries, or other lease-related metrics as requested.
• Support internal and external audit requests by organizing lease documents, abstracts, tenant billing support, adjustment documentation, and system backup.
• Draft, update, and maintain standard operating procedures, checklists, and process documentation for lease administration and lease accounting workflows.
• Identify opportunities to improve data quality, billing accuracy, collections visibility, reporting efficiency, and cross-functional communication.

This job description does not imply that the listed duties are the only responsibilities to be performed by the employee in this position. Employees may be required to carry out other job-related tasks assigned by their supervisor or management.

What You Bring to the Table:

(Requirements)

• Education: Bachelor’s degree in Accounting, Finance, Real Estate, Business Administration, or a related field preferred; equivalent retail real estate lease administration experience will be considered.
• Experience: Minimum 5 years of commercial real estate lease administration experience preferred, with a strong emphasis on shopping centers, retail tenants, mixed-use assets, landlord-side lease administration, or lease accounting.
• Retail lease expertise: Demonstrated ability to interpret retail lease language, including rent schedules, percentage rent, CAM and real estate tax recoveries, tenant sales reporting, permitted use, exclusives, co-tenancy, go-dark provisions, audit rights, security deposits, LOCs, assignments, amendments, and default provisions.
• Systems: Yardi experience strongly preferred. Experience with MRI, CoStar, Excel-based lease trackers, document management tools, or other lease administration systems is a plus.
• Technical skills: Strong Microsoft Excel, Word, and Outlook skills. Ability to work with rent rolls, tenant ledgers, AR aging, tenant sales data, reconciliations, and supporting schedules.
• Analytical capabilities: Strong attention to detail, ability to reconcile lease terms to system data and billings, and willingness to investigate discrepancies until resolved.
• Communication: Excellent written and verbal communication skills, including the ability to explain lease terms, billing issues, deadlines, and documentation needs to tenants and internal stakeholders.
• Work style: Highly organized, deadline-oriented, proactive, comfortable managing competing priorities, and able to work independently while collaborating across Accounting, Leasing, Legal, Operations, and Asset Management.

Key Attributes:

• Retail lease interpretation and landlord-side lease administration judgment.
• Billing accuracy, tenant ledger research, and financial reconciliation mindset.
• Critical date tracking and proactive follow-through.
• Tenant-facing professionalism and dispute-resolution discipline.
• Yardi data integrity and documentation control.
• Cross-functional collaboration with Accounting, Leasing, Legal, Operations, Marketing, and Asset Management.
• Process improvement orientation and ability to document repeatable workflows.