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Commercial Lease Administration Manager - New York, NY 10017

Rose Associates Inc.

New York, NY

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Accounting, Accounts Receivable Management, Administrative Management, Affordable Housing, Artificial Intelligence (AI), Asset Management, Billing, Business Development, CAD/CAM (Computer-Aided Design/Computer-Aided Manufacturing), Calendar Management, Communication Skills, Computer Skills, Construction, Continuous Improvement, Cross-Functional, Data Quality, Database Extract Transform and Load (ETL), Detail Oriented, Documentation, Financial Operations, Insurance, Leadership, Leading Edge Technology, Leasing, Legal, Marketing, Microsoft Excel, Organizational Skills, Outsourcing, Performance Reviews, Problem Solving Skills, Process Improvement, Property Maintenance, Property Management, Property Rentals, Property Tax, Real Estate, Reconciliation, Regulatory Compliance, Rentals, Risk, Short Pays, Staff Training, Standard Operating Procedures (SOP), Standards Development, Support Documentation, Systems Maintenance, Team Lead/Manager, Team Player, Time Management, Unapplied Cash
LOCATION
New York, NY
POSTED
10 days ago
Overview

Rose Associates is a recognized market leader in multifamily and mixed-use real estate, with more than 1,000 commercial units across our portfolio. Based in New York City, we own, develop and operate leading properties in urban markets from Philadelphia to Boston and across all residential asset classes, including market, regulated, workforce and affordable housing. Our dynamic services platform spans development, construction, property and asset management, leasing, marketing and accounting/financial operations. We partner with private owners and institutional investors globally to develop and operate some of the most iconic assets in our markets. We rely on cutting edge technology and the deep expertise of our team to consistently outperform the market in the operation of more than 40,000 residential units across some 250 properties in the most challenging housing markets in the country. For three of the past four years, Rose has been the top-rated manager for resident satisfaction in the United States on the Kingsley Surveys platform.

Established in 1925, Rose Associates possesses a century of real estate expertise and an impeccable reputation for excellence and integrity. Today a woman-owned business led by CEO Amy Rose, we are committed to a corporate culture of belonging and inclusion that is widely admired in the industry. As we expand across the Northeast, Rose is providing opportunity for our team members to grow their careers in an environment of respect and support. Join us on the forefront of innovation and growth – Rose Associates is where excitement meets opportunity!

Position Overview

We are seeking an experienced, skilled and proactive Commercial Lease Administration Manager to lead a team of three associates in providing exceptional service to tenants, clients and our internal community management teams. This position will play a pivotal role in managing commercial leases and tenant relationships, ensuring seamless transactions, and contributing to the success of our rapidly expanding portfolio. If you flourish in a fast-paced environment, possess exceptional organizational skills, and have a passion for excellence, this is your opportunity to be a leader in  a company that values innovation, teamwork, and your commitment to excellence in commercial lease administration!

Essential Job Functions

Effectively lead CLA team to: maintain accurate lease data and critical date tracking; ensure timely, accurate billing for base rent, escalations, additional rent, CAM, and real estate taxes; uphold internal controls and compliance requirements; deliver dependable reporting to internal stakeholders; and provide responsive, professional support to tenants and cross-functional partners while continuously improving processes and controls.

Detailed duties
  • Review and interpret leases, amendments, and related correspondence; abstract key business terms and legal obligations into Yardi and maintain complete, audit-ready electronic and hard-copy lease files. Use outsourced resources and/or AI to enhance accuracy and efficiency of this process. 
  • Work with the business development team by attending transition meetings, ensuring all necessary lease documents are received and reviewed, and verifying that all ETL-transferred lease information is accurate and fully supported by lease documentation.
  • Establish abstraction standards and quality controls to ensure consistency, completeness, and data integrity across the portfolio (rent, escalations, options, notice requirements, insurance, and other key provisions).
  • Supervise a team of three, conduct annual performance reviews, and ensure staff receive ongoing training and professional development.
  • Coordinate renewals, expansions, terminations, and other lease events by partnering with Management, Leasing and Legal; prepare timelines, track approvals, and ensure system updates and notices are executed on time.
  • Review all leases set up and maintain billing terms in Yardi, including base rent, free rent, percentage rent (if applicable), escalations/step-ups, additional rent, utilities, and other recurring and one-time charges; validate commencements and ensure accurate prorations.
  • Research tenant ledgers, resolve billing discrepancies, and coordinate with Accounts Receivable and Property Management on unapplied cash, short pays, disputes, and write-off documentation as needed.
  • Track and manage critical dates (options, renewals, terminations, notice periods, rent reviews, and expirations); proactively notify internal teams, maintain a documented calendar, and ensure timely execution of required actions.
  • Monitor tenant insurance requirements and compliance (including COIs, endorsements, and renewal dates) and coordinate follow-up with Property Management and Risk/Legal as applicable.
  • Must be present on-site, with the ability to move throughout the building, ensuring effective communication with tenants, staff, vendors, and visitors.
  • Position may be required to perform duties outside their normal responsibilities as needed.
Qualifications
  • Minimum of seven (7) years of experience in commercial lease administration, property management operations, and/or accounting, including at least two (2) years of hands-on experience with Yardi Commercial module.
  • Proven leadership and/or people-management experience in a real estate, property management, or property operations environment.
  • Experience developing standard operating procedures (SOPs), job aids, and training documentation. Demonstrated experience in process improvement and technology implementations.
  • Strong computer proficiency, including advanced Microsoft Excel skills and proficiency with Yardi.
  • Excellent communication, problem-solving, and organizational skills, with strong attention to detail.
  • Work authorization (required)
In addition to base compensation, significant incentive pay and full benefits packages are available.

Annual salary range: $140,000 - $150,000

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About the Company

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Rose Associates Inc.

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