At Savills, a leading global commercial real estate services firm, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives, and workplace strategy/occupant experience, we’ve boosted the potential of workplaces around the corner, and around the world, for 160 years and counting.

The Sr. Lease Analyst position is an integral part of the Real Estate and Lease Administration Team. This position is responsible for overseeing and tracking client real estate leases and ownership documents and serving as the central resource for all lease administration and data management matters as well as reviewing and validating client rent statements, processing and coding monthly rent files and performing preliminary desk-top expense reviews/audits.

Specific job duties and responsibilities include, but are not limited to:

• Audit lease documents to confirm completeness, prepare document inventory and exception item reports. Research and track exception item resolution, collecting missing information.
• Perform ongoing electronic document management, OCR, apply standard naming conventions and upload all newly executed real estate documents into lease administration database technology platform.
• Abstract and audit newly executed lease documents including adding new property records, updating and maintaining all lease information in applicable technology platforms in accordance with established abstract scope and database fields.
• Perform, process and partner in delivering multi-tiered quality reviews to maintain best in class database integrity and ensure accurate data output for all data entered (including routine portfolio updates and database maintenance capturing any landlord/ownership/payee changes, amendments, modifications, renewals, notices and miscellaneous lease documents.)
• Review and verify rent statements, monthly invoices and lease related expenses comply with lease stated terms and conditions. Identify overbillings and resolve disputed amounts to mitigate occupancy costs. Enter approved variable expenses by expense category and ost code and confirm recurring expenses and rent steps.
• Act as main point of contact for lease administration matters, foster Landlord and Tenant relationships for assigned projects.
• Facilitate vendor set up, secure W-9 forms, and coordinate efforts with accounting communicating re-statement events and documents
• Track, monitor, report and update all key lease dates in accordance with established alert date interval protocols, including lease commencement, rent commencement, lease expirations, termination/kick-out rights and renewal options, as well as contraction and expansion options performing necessary action items and follow-up as well as generate routine critical date reports and maintain system distribution list for automated email alerts.
• Conduct preliminary desk top audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, secure supporting back up from Landlords.
• Perform recurring and non-recurring rent file processing monthly based on accounting schedule for payment issuance (or as needed more frequently) for international and domestic locations, Track cost avoidance, value adds and potential recoveries. Finalize, generate and distribute monthly rent file and variance reports.
• Timely prepare and distribute tenant improvement disbursement packages, perform follow-up and monitor prompt collection.
• Prepare and distribute agreed upon monthly and ad hoc reporting packages.
• Provide COI coordination in compliance with Landlord and Tenant insurance provisions
• Draft communications, review and prepare responses to Landlord on behalf of Tenant for all lease administration matters and billing inquiries
• Review Estoppel and SNDA requests, confirm lease stated facts and facilitate processing. Monitor deadline dates for document return to Landlords.
• Monitor rent start and stop dates, coordinate efforts with appropriate points of contact to facilitate timely vendor set-up.
• Track and monitor income lease receivables, create and issue monthly invoices,
• Track security deposit and LOC refunds and/or reductions
• Oversee any assigned Lease Analysts
• Deliver special projects on time and on budget as assigned.

This position reports to the Sr. Manager of Lease Administration.

Requirements:

• Five (5) years Lease Administration experience
• Excellent oral and written communications skills
• Extremely accurate and detailed oriented
• Extensive knowledge of lease administration technology platforms, such as CoStar Real Estate Manager
• Proficiency in MS Office products