Commercial Lease Administration Manager

Commercial Lease Administration Manager

Empire State Realty Trust (ESRT) is seeking support for the Lease Administration Team. The Commercial Lease Administration Manager oversees the day-to-day operations of the Lease Administration function, ensuring the timely and accurate administration of commercial leases, strong internal controls, and data integrity within Yardi. This role manages the lease administration team, supports month-end close and financial reporting, partners with Leasing, Operations, Property Accounting, Legal, and Finance, and leads process improvements through automation and AI-enabled solutions.

The ideal candidate will possess strong technical lease knowledge, a collaborative approach to working with legal and leasing teams, and the ability to review and understand lease documents. This position plays a key role in maintaining compliance with company policies and ensuring tenant lease profiles are set up accurately lender requirements while contributing to process improvements and special projects related to lease administration.

Responsibilities

Lease Operations:

• Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations
• Monitor lease administration workflows, critical deadlines, and department trackers
• Administer cash security deposits and letters of credit, including approved-bank review, receipt, replacement, transfer, reduction, release, drawdown, refund and escrow coordination
• Monitor tenant activation status, substantial completion, and deferral agreements
• Coordinate acquisition and disposition lease administration activities
• Provide direct billing instructions to Accounting/AR for base rent, percentage rent, license fees, utilities, and operating-expense/tax escalations
• Implement automation and AI applications to improve workflow efficiency and reporting accuracy

Controls & Compliance:

• Ensure lease administration controls, policies, and procedures are maintained and followed
• Coordinate internal and external audit requests and review supporting documentation
• Review reconciliations, reports, and staff work for accuracy and completeness
• Support the secure implementation of AI-enabled tools in accordance with company policies and internal controls

Systems & Reporting:

• Maintain the accuracy and integrity of lease and property information within Yardi
• Coordinate reconciliations between Yardi and related systems
• Support month-end close, reporting, budgeting requests, and lease-related financial analyses
• Resolving discrepancies involving Salesforce, stacking plans, and other stakeholder source data
• Evaluate opportunities to enhance reporting and data management through automation

Team Leadership:

• Oversee timely processing of lease activations, amendments, renewals, modifications, and terminations. Manage, coach, develop, and evaluate lease administration staff
• Delegate responsibilities and monitor team performance and workload
• Promote continuous process improvement and operational efficiency

Cross-Functional Coordination:

• Serve as the primary liaison between Lease Administration, Leasing, Operations, Accounting, Legal, and tenants
• Provide lease interpretation and operational guidance, consulting Legal as appropriate
• Partner with Accounting, IT, and business leaders on process improvements and technology initiatives
• Document & Record Management
• Oversee the organization, retention, and security of lease documents and records
• Ensure lease files, notices, and supporting documentation are complete and properly maintained
• Coordinate timely distribution of lease information to internal and external stakeholders

What Success Looks Like:

• Timely activation of all lease documents and amendments and adherence to month-end close deadlines
• Maintaining strong internal controls and documentation that support audit readiness and minimize operational risk
• Building productive partnerships with Legal, Accounting, Property Management, and other cross-functional teams to resolve issues proactively and support business objectives
• Leading, developing, and mentoring the lease administration team by establishing clear expectations, driving accountability, and fostering continuous improvement
• Identifying opportunities to streamline processes, improve system utilization, and implement best practices that increase efficiency and data quality
• Supporting technology initiatives, system enhancements, and process improvements that strengthen the lease administration function and enable organizational growth

Required Skills / Abilities:

• Proficient in accounting systems, Yardi Systems is a plus
• Proficient in Microsoft Office, with strong skills in Excel
• Strong communication skills
• Strong analytical skills
• Strong leadership skills

Education & Experience:

• BA/BS degree in Accounting, Finance, Business, Real Estate, or related field
• Five or more years of commercial real estate lease administration experience
• Supervisory or management experience preferred
• Working knowledge of commercial leases, Yardi, and Microsoft Office
• Strong analytical, organizational, communication, and problem-solving skills
• Ability to manage multiple priorities, maintain strong internal controls, and lead process improvement initiatives

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

What You Can Expect

At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our

-

• Adaptable you are a self-starter who's able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable you take a strong sense of ownership and accountability over your work
• Passionate you keep up with industry trends and are excited about the potential to propel the industry forward with a "roll-up-your-sleeves" attitude
• Curious you consistently look for new ways to work smarter, not just harder
• Ethical you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive you possess a service-oriented attitude with excellent follow through

Benefits:

• Competitive base salary and bonus
• Health/Dental/Vision insurance
• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
• Voluntary Enhanced LTD Program
• Voluntary Hospital, Accident, and Cancer Programs
• 401(k) with 100% match up to 5%
• Paid parental leave
• Pre-tax transit accounts
• Employee Assistance Program for emotional, financial, and legal support

Well-Being:

• Generous paid time off
• Flex remote work time
• Flex Summer Fridays
• Employee engagement programs
• Volunteer time off
• Continuing education
• Complimentary Empire State Building Observatory access
• Complimentary gym membership and other wellness benefits
• Employee Discount Programs

$120,000 - $135,000 a year Salary is based on several factors including but not limited to education, work experience, job location, size of property where applicable, and/or certifications. In addition to your base salary, ESRT provides discretionary annual bonuses.

ESRT is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because