Senior Lease Administrator, Rent Lead

About the role

Make your next move an expert one. At Colliers it's not our success that sets us apart, it's how we achieve it. Our people are passionate, take ownership and always do what's right for our clients, people and communities. Why Colliers? Our enterprising environment needs your expertise to facilitate Colliers' continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career. About you The Senior Lease Admin., Client Lead- RENT is responsible for managing Lease Administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the Lease Administration team. This position primarily manages medium to large accounts characterized by high complexity, often within a global account management framework, with an emphasis on global rent presentment or rent payment activities. In this role, you will... Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters. Understand client business objectives, real estate portfolio strategy, and service expectations. Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered and maintained as a client contract in WorkTrac. Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports. Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc. Track, maintain, and communicate all expirations, option exercise dates, and other critical information. Drive toward achieving a net promoter score representative of strong service delivery and client relationships. Manage client escalations and ensure timely resolution of issues. Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution. Oversee and ensure global team is delivering services per the client specific process and contract. Participate in presentations to new or existing clients for new business pitches. Manage assignments and delegation of database management tasks to global team members. Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions. Prepare and lead with impactful communication and professional presence. Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment. General understanding of AI technology and openness to adapting to the evolution of technology. Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts. Provide final QC for abstraction process as may be required for assigned accounts. Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc. Confirm and approve monthly client billing. Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process. Responsible for vendor management including review and validation of invoices against lease terms, identifying discrepancies and partnering with vendors to resolve variances. Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions. Prepare and review lease-related financial statements, disclosures, reports, and monthly rental payment schedules and reconciliations as required. Produce variance reports comparing budgeted versus actual rent obligations. Experience overseeing 3rd party utility management payments. Track and collaborate on TI allowance disbursements / landlord obligation fulfillment. Manage and maintain lease accounting records in accordance with US GAAP (ASC 842) and IFRS 16 within lease management platforms. Ensure compliance with lease accounting standards and company policies. Track A/R for assigned clients and escalate to appropriate parties. Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. (eg. Landlord Ledger reconciliations) Assist with internal and external audits. Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges. Review and validate Consumer Price Index adjustments as provided in legal documents. Maintain file systems, including the data integrity of i

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