[Remote] Senior Director Lease Administration

Note: The job is a remote job and is open to candidates in USA. Colliers International Group Inc. is an industry leader in real estate services, seeking a Senior Director of Lease Administration to manage resources and client relationships. This role involves overseeing lease administration teams, ensuring quality control, and maintaining strong client governance while driving operational excellence.

Responsibilities

• Manage large teams 10+ and grow and develop teams. Familiar with accepted hiring and employment practices
• Responsible for workforce planning, succession planning, retention strategies and performance management frameworks
• Review and validate team allocations and alignment to contractual scope of work and client’s expectations
• Manage team workloads ensuring equitable distribution
• Provide quality control within the database to identify errors and inconsistencies
• Ability to create, edit, and run reports in most Lease Administration databases
• Mentor and train Lease Analysts on key lease administration duties
• Interpret complex commercial lease language and attend to details
• Oversee lease abstraction, translation and quality control process for assigned account(s)
• Assist in account transitions and setup as appropriate
• Make sure quarterly maintenance of account process, procedures and playbooks
• Ensure timely and accurate abstraction or input of all rental obligations related to leases and all other important lease information
• Understand client business objectives, real estate portfolio strategy, and service expectations
• Maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered into and maintained as a client contract in WorkTrac
• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports
• Oversee development and maintenance of strong client governance programs such as reporting cadence, communication methods, business reviews, etc
• 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 oversee appropriate mitigation strategies and management through solutions
• Oversee and ensure global team is delivering services per the client specific process and contract
• Manage assignments and delegation of database management tasks to global team members
• Support RFI and RFP response development including pricing, presentation decks, etc
• Participate in presentations to new or existing clients for new business pitches
• 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
• 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
• Ability to review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions
• Ensure accounts reconciled with outstanding balances and ensure dispute resolution
• Ability to 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
• Ability to review and validate Consumer Price Index adjustments as provided in legal documents
• Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data
• Responsibility for revenue growth, profitability targets, account P&L management, pipeline development, cross-selling / organic growth targets
• Track and ensure account contracts are current and renewed in a timely manner
• Confirm and approve monthly client billing. Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process
• Track A/R for assigned clients and escalate to appropriate parties
• Knowledge of Lease Administration scope of services, master service agreement and intercompany contractual review and development in partnership with Colliers legal, risk and security teams
• Develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually
• Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc
• Other duties as assigned

Skills

• Bachelor's degree in business, accounting, real estate, or similar field preferred
• At least 10 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) the Landlord or Tenant sector
• Minimum of 7 years of people management/leadership experience
• Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management database systems
• Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure
• Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.)
• Must be effective and have successful track record of working independently, preferably remotely, and possess strong time management skills
• Thorough knowledge of FASB/IFRS accounting rules and general accounting principles preferred

Benefits

• Employees (and their families) are provided options for employer subsidized medical benefits including RX, dental, vision as well as employer paid basic life/AD&D insurance and short-term/long-term disability.
• Employees are able to enroll in our company’s 401k plan, which includes an employer match.
• Employees will also receive 10 days of sick leave and a minimum of 15-days vacation annually.
• Certain senior-level roles are eligible for unlimited time off.
• Employees will also enjoy 10 paid holidays plus two personal flex days throughout the calendar year.
• Twelve weeks (for birth parents) and 4 weeks (for non-birth parents, including adoptive/foster parents) of paid parental leave will also be available for use after successful completion of 90 days of employment.
• This position is eligible for an annual bonus, based on company and individual performance.

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