Lease Administrator

Job Title: Lease & Property Administrator

Location: Bethesda, MD

Company: Greenhill Realty Company

Division: Property Management Division

Reports to: Director of Operations, Leasing, and Management

Job Type: Full-Time with Hybrid Work Available

Job Description

Greenhill Realty Company is looking for a highly organized, detail-oriented Lease & Property Administrator to support our Property Management Division. This role is crucial in maintaining operational efficiency, assisting in the implementation of IT systems, and ensuring professional communication with stakeholders.

Responsibilities

Provide comprehensive administrative support to the Director of Operations, Leasing, and Management.

Act as a liaison between the Director and other departments within the Property Management Division.

Assist in building, rolling out, and administering new IT systems.

Prepare and organize documents for meetings, presentations, and reports.

Handle sensitive information with discretion and confidentiality.

Manage correspondence, ensuring timely and professional communication.

Assist in preparing and editing documents like leases and formal letters to tenants.

Aid in the preparation and monitoring of the division’s budget and expenses.

Organize and maintain filing systems for efficient document management.

Support in project management and follow-up on ongoing projects.

Ensuring timely rent collection and tenant insurance compliance.

Maintaining excellent tenant relations to support retention efforts.

Effective communication with tenants through both verbal and written correspondence.

Maintaining comprehensive tenant, property management, and maintenance files.

Managing utility transfers during tenant move-ins/outs.

Regularly review and update emergency and safety protocols.

Performing additional tasks as assigned.

Lease Administration:

Oversee lease administration, ensuring compliance with all terms and conditions.

Preparing and representing the landlord at Landlord & Tenant hearings, except in exceptional circumstances.

Manage tenant satisfaction using planned communications and initiatives.

Compliance and Legal:

Ensure compliance with all local, state, and federal laws and regulations.

Preparing and representing the landlord at Landlord & Tenant hearings, except in exceptional circumstances.

Stay informed about changes in property law, market conditions, and industry trends.

Project Management

Preparing scopes of work, bidding, negotiating, and overseeing contracted work.

Collaborating with contractors to ensure high-quality and timely completion of work.

Financial Management and Reporting:

Assist in preparation of budgeting, forecasting, and financial planning for the properties.

Assist in preparation of monthly financial reports for owners and stakeholders.

Monitor and analyze property expenses and income, implementing strategies to increase profitability and reduce costs.

Coordinate and Administer Accounts Payable

Oversee Accounts Receivable & issue delinquency and default notices when necessary.

Regularly conducting and reporting on utility meter readings.

Reviewing and approving bills for contracted services, ensuring accuracy and fairness.

Accurately billing tenants for service work, legal fees, etc.

Requirements

Minimum 3-5 years of proven experience in commercial real estate lease administration.

Strong understanding of retail real estate operations and lease agreements.

Familiarity with commercial real estate practices and terminology.

Proficient in property management software, Microsoft Office Suite.

Experience or understanding of IT system implementation and administration.

Strong organizational, multitasking, and prioritization skills.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite and other office management tools.

Confidentiality and discretion in handling sensitive information.

Interpersonal skills to work well with all levels of internal management, staff, clients, and vendors.

Detail-oriented with a proactive approach to problem-solving.

Ability to work independently and collaboratively.

Benefits

Competitive salary commensurate with experience.

Comprehensive Health Insurance plan

Retirement plan options.

Profit sharing incentives.

Hybrid working arrangements available following onboarding period.

Paid time off and holidays.

Opportunities for professional development and career advancement.

How to Apply: Submit your resume and a cover letter outlining your qualifications and interest in the position to this post on LinkedIn.

Greenhill Realty Company is an Equal Opportunity Employer committed to diversity and inclusion in the workplace.