YAMProperties - Lease Administrator

Description:

The Lease Administrator will play an important role in our commercial real estate portfolio by keeping leasing activity moving from initial discussions through lease execution and ongoing administration, while also supporting the marketing and presentation of available spaces throughout the portfolio.

Responsibilities:

Leasing & Transaction Coordination

• Support portfolio-wide leasing activities, including new leases, renewals, expansions, relocations, amendments, assignments, and other lease transactions.
• Prepare and coordinate Letters of Intent (LOIs), lease proposals, renewal proposals, and related documentation from initial inquiry through execution.
• Coordinate with tenants, brokers, attorneys, property management, and internal teams to facilitate negotiations, gather required documentation, obtain signatures, and maintain complete transaction records.
• Track prospective tenants, active negotiations, executed transactions, and upcoming renewals to support timely follow-up and deal completion.

Lease Administration & Compliance

• Review executed leases and amendments, accurately abstract key business terms, and maintain complete, organized lease files and electronic records.
• Maintain accurate lease data and critical dates, including commencement and expiration dates, renewal and termination options, rent escalations, notice requirements, and contractual deadlines.
• Monitor lease obligations and coordinate rent commencement documentation, tenant improvement allowances, security deposits, insurance requirements, and other contractual requirements.
• Proactively communicate upcoming deadlines, identify discrepancies or outstanding obligations, and coordinate resolution with the appropriate teams.
• Ensure lease information is accurately maintained in Yardi and properly implemented following execution.

Marketing & Leasing Materials

• Coordinate marketing and promotion of vacant and upcoming available spaces across the portfolio, ensuring accurate and consistent property information across websites, listing platforms, and marketing materials.
• Develop, maintain, and update leasing brochures, property fact sheets, flyers, site plans, floor plans, aerials, photographs, tenant rosters, and customized leasing packages and presentations.
• Coordinate revisions to site plans and floor plans as vacancies occur, tenant spaces change, or new leases are executed, working with architects, vendors, designers, photographers, and web developers as needed.
• Manage updates to property and company websites, online listings, and digital marketing resources to maintain current availability, square footage, property details, and leasing contacts.
• Collaborate with leasing and management teams to improve property presentation and marketability and maintain organized digital libraries of marketing materials and property resources.

Tenant & Broker Coordination

• Serve as a responsive point of contact for tenants and brokers regarding leasing inquiries, documentation, property tours, meetings, and follow-up activities.
• Support tenant renewals and retention initiatives while fostering positive relationships with tenants, brokers, vendors, and other business partners.
• Ensure timely, professional communication and coordination throughout the leasing process.

Reporting & Portfolio Support

• Prepare leasing reports and management summaries tracking vacancies, active negotiations, executed transactions, upcoming expirations, and other key leasing metrics.
• Maintain accurate vacancy schedules and ensure consistency between internal reports, lease records, and external marketing materials.
• Assist with rent rolls, leasing assumptions, property information, and analyses supporting budgeting, acquisitions, dispositions, and portfolio planning.
• Partner with team to support accurate lease implementation and resolution of outstanding items.
• Support portfolio-wide initiatives and special projects related to leasing, marketing, acquisitions, dispositions and property operations.

Requirements:

• Bachelor's degree in real estate, business, marketing, communications, finance, or a related field preferred; relevant experience may be considered in lieu of a degree.
• 2–5+ years of experience in commercial real estate, lease administration, property management, leasing, brokerage, marketing, or a related field preferred.
• Familiarity with commercial lease documents and terminology.
• Strong organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Outlook, Word, PowerPoint, and Excel.
• Experience with property management, lease administration, CRM, website management, graphic design, or leasing software is preferred.
• Familiarity with programs such as Adobe Acrobat, Canva, InDesign, or similar design and document-editing platforms is a plus.
• Ability to work independently while also contributing as part of a collaborative team.

Working Conditions:

This position will be exposed to various working conditions. Must be able to sit and work at a desk and stand for long periods of time. This position will need to walk, kneel, crouch, bend and lift up to 50 lbs.

YAM Worldwide is a drug-free, smoke-free, and fragrance-free work environment. 

YAM believes in a diverse environment and is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (and gender identity or gender nonconformity), age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, genetic information or any other characteristic protected under applicable laws. YAM will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable laws.