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Lease Administration Manager

San Francisco, CA

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is seeking a strategic and collaborative Lease Administration professional to join our Property Accounting/Lease Administration team. As the Manager, Lease Administration, you will perform various duties to support the Accounting, Property Management, and Asset Management teams. This individual will report to and collaborate with the Property Controller and must be able to perform each essential duty satisfactorily.

This is a hybrid role requiring 3 days in the office at our San Francisco, CA location. Please note that the in-office requirement is subject to change based on company needs.

The ideal candidate for this role will be a highly motivated, innovative, and result-driven individual.

 

Responsibilities

Daily/Weekly

  • Actively manage a staff of three which includes two lease administrators and a recovery analyst
  • Provide oversight of outsourced Accounts Receivable teams; coordinate with Treasury and IT teams to ensure proper banking and systems access.
  • Quality control and review of lease input into MRI Database including but not limited to tenant information, lease dates, lease term or renewal term, area leased, options information, rent charges, recoveries charges, and recoveries calculations.
  • Be available to respond to internal & external inquiries.
  • Provide backup support to the lease administrators and recovery analyst
  • Conduit for positive resolution of Asset Management, Property Management, and Lease Administration team requests.
  • Oversee proper processing timeliness and application of tenants’ Accounts Receivables.
  • Manage workstream and relationships with third-party consultants.

 

Monthly

  • Lease Count reporting to Property Controller.
  • Review Monthly Update – Lease Data Exceptions report.

 

Annually/Ad hoc

  • In partnership with the team, prepare annual Operating Estimates, quarterly, semi-annual, and yearly Operating Expense (CAM) Reconciliations.
  • Preparation of annual year-end Operating Expense (CAM) Reconciliation accruals for Accounting.
  • Oversee proper processing and treatment of Letters of Credit.
  • Onboarding and disposition of assets.
  • Respond to audit inquiries.
  • Work with internal teams for improved project efficiencies, customizations, streamlined processes and procedures, and data integrity and completion.
  • Assist with documenting and updating departmental procedures and policies.
  • Spearhead development of MRI database technology utilization and automation.
  • Identify and evaluate AI-powered tools for automating lease abstraction, validation, rent schedules, and exception reporting.
  • Drive conversation and research of industry software and technology implementation to maximize process and database efficiencies.

 

Qualifications

The requirements below represent the required knowledge, skill, and ability.

  • Bachelor's in Finance, Accounting, or Economics required.
  • Minimum three years of experience as a Manager, Lease Administration, preferably in commercial real estate on the landlord side.
  • Experience automating operating expense (CAM) reconciliations in real estate accounting software.
  • Experience with MRI software or other commonly used commercial property management/real estate accounting software such as Yardi or CTI is highly preferred.
  • Have a general understanding of the impact of Lease Administration on financial statements.
  • Possess the ability to understand complex commercial real estate transactions and interpretation of legal agreements such as leases and purchase and sales agreements.
  • Detail-oriented, a quick learner, and a problem-solver with an active and curious intellect.
  • Results-oriented with a desire to learn and support new technologies and processes.
  • Strong interpersonal skills, creating a positive work environment, motivating, and inspiring the team; customer-service oriented mindset.
  • Prioritize and manage multiple projects simultaneously, exceedingly well organized, flexible, and strong follow through.
  • Must be a highly motivated self-starter, understand deadlines and has a sense of urgency.
  • Proactive, resourceful, and efficient with solid decision-making skills; works independently and exercises good judgment.
  • Expert level written and verbal communication skills; must possess high professionalism, customer service, and effective communication skills.
  • Ability to interact with staff at all levels and personality types in a fast-paced environment, sometimes under pressure.

 

Must be able to remain in a stationary position for 75% of the time. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. 

 

Compensation

  • $135,000-$175,000
  • Annual bonus opportunity
  • Full benefits 
  • 401k
  • Flexible vacation policy
  • Weekly lunch stipend

 

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants.  The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.  We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/ 

  

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment.  This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above. 

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