Job Description

Lease Administration and Records Management Analyst
Newton, MA


Lease Administration:

  • Integrate Executed Deals received for assigned portfolio and incorporate data within Yardi.
  • Fully abstract new Leases, Lease Amendments, Lease Terminations, Assignments and other lease documents within the Yardi database. Abstraction in Yardi must provide a heightened focus on properly capturing Revenue Recognition items and Encumbrance data to ensure effective reporting. Operating Expense, Tax and Insurance requirements, as outlined in lease documents, must be captured in the Yardi Recovery Clauses.
  • Review and approve of lease abstractions processed by third-party for acquisition related deals.
  • Maintain awareness of Revenue Recognition items which impact Straight-Line Rent Calculations. Notify and discuss Revenue Recognition items with Accounting Manager and Lease Administration Manager to ensure compliance with established SOX 404 Narratives.
  • Coordinate and follow up with Real Estate Services regarding the verification of building SF, unit changes, lease document status, move-in/out forms, and other open portfolio issues.
  • Follow up with Real Estate Services monthly to determine which tenants are vacating or holding over.
  • Coordinate, review and process the posting of monthly recurring charges and any miscellaneous billings/adjustments related to rent.
  • Calculate Consumer Price Index (CPI) Adjustments as they become due.
  • Assist with the calculation and booking of Percentage Rent and Sub-Rent Receivable Income, when applicable.
  • Assist Records Management Administrator in resolving any questions which arise with a tenant lease/correspondence files to ensure documents are properly reflected.
  • Assist with new acquisitions by abstracting and setting up lease documents in Yardi and create opening entries where required.
  • Assist with the integration of new annual escrows for Operating Expenses and Taxes. Maintain Recovery Clause data and accurate Tenant base information within Yardi and the Excel based Templates in Progress on a daily basis throughout the year.
  • Follow up with Real Estate Services, Asset Management or Accounting regarding lease document status, questions and/or open issues.
  • Assist with monthly database reconciliation (DB) for assigned portfolio.
  • Perform special projects as needed, assist with internal and external audit requests, and provide support for the Accounting, Legal, Real Estate Services Management and Asset Management departments.

Records Management:

  • Prepare, create and maintain Property/Lease/Correspondence files.
  • Assist with the integration of executed lease documents from Leasing Department. Responsibilities include documenting receipt, updating the Lease Index, incorporate within the corporate lease files, scan documents and validate attributes within the Digital Lease Library.
  • Maintain Records Management procedures. Actively work on continued procedural refinement to continue to make improvements to efficiency and process.
  • Assist with limited data modification in Yardi to ensure fields tie to the DLL.
  • Assist with the creation of lease files, lease indexes and the tracking of leases obtained via acquisition. Ensure all documents related to an acquired property have been received.
  • Assist in gathering, validation and verification of lease documents as related to the Estoppel Certificate process.
  • Assist in performing quality control on digital images and indexes created within the DLL prior to the same being provided as support to legal documents or outside parties.
  • Locate missing documents as they are reported or discovered. This may require contacting the Real Estate Service team or outside counsel to locate and repopulate the missing documents.
  • Box terminated Lease Files and update critical data within FileBridge database as leases are ready to be sent to off-site storage.
  • Perform and manage daily filing to ensure correspondence/lease files are current.
  • Contribute to the Lease Administration and Records Management Department’s overall effort to provide exemplary customer service.



  • Bachelor’s degree.
  • Proficiency with accounting software package (Yardi) preferred. Strong Proficiency with Excel software programs, SharePoint, Word and other Windows applications.
  • This position requires attention to detail, self-motivation, flexibility and excellent organizational and interpersonal skills. Exceptional verbal and written communication skills are required.
  • 2+ years of commercial real estate lease administration experience, knowledge of standard and non-standard lease components. Ability to interpret commercial lease language and an understanding of the accounting requirements of leases is essential. Overall knowledge and interest in the commercial real estate industry is critical to success in this position.
  • Ability to work in a fast-paced, collaborative and results driven environment.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online