Lease Administration Specialist

Proskauer
New York, NY
Category Real Estate
Job Description
The Lease Administration Specialist is responsible for the administration, analysis, and occupancy management of the Firm’s real estate portfolio. The role manages lease data, rent analysis, occupancy statistics, and vendor relationships associated with office space and real estate operations.

Requirements

  • Maintain and update lease abstracts, critical dates, security deposits/letters of credit, and related documentation in Firm databases.
  • Review annual operating expense and real estate tax reconciliations with landlords and auditors.
  • Process tenant improvement allowance disbursements for current capital projects.
  • Oversee monthly rent payments for domestic and international offices.
  • Track lease negotiations, develop summaries, and assist with lease renewals or relocations.
  • Coordinate with office administrators and legal teams on lease compliance matters.
  • Prepare firmwide space utilization and lease summary reports, including rent, capacity, occupancy, and vacancy data.
  • Maintain and reconcile real estate data with Finance and Human Resources systems.
  • Track and report on rent escalations, real estate taxes, and other rent-related costs across all offices.
  • Prepare detailed analyses for space planning, growth projections, and lease expiration timelines.
  • Develop management presentations and reports summarizing real estate and occupancy metrics for leadership.
  • Assist in the development of annual real estate operating and capital budgets in collaboration with Finance.
  • Review monthly expense and budget reports; identify variances and recommend corrective actions.
  • Monitor rent and operating cost trends, providing forecasting and strategic insight to leadership.
  • Maintain and update the Firm’s Workplace Information & Space Planning (WISP) system to ensure accurate space data and occupancy records.
  • Coordinate with internal teams and external partners to update floor plans and occupancy information for office changes.
  • Review and approve CAD and space management updates in coordination with architects and office administrators.
  • Conduct regular system audits and corrections for data accuracy.
  • Provide user support and training for WISP users and assist with system functionality updates.

Benefits

  • Competitive salary
  • Benefits package
  • Paid time off
  • Retirement plan
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