Lease Administration Senior Manager

Lease Administration Senior Manager

Immediate need for a talented Lease Administration Senior Manager. This is a 12 months contract opportunity with long-term potential and is located in Santa Clara CA (Onsite).

Key Responsibilities:

• Portfolio Leadership
• Own the day-to-day administration and operational health of the global lease portfolio.
• Serve as the primary lease administration partner to Geo Directors, Accounting, Finance, Legal, Tax, and Accounts Payable.
• Identify, track, and communicate portfolio, financial, compliance, and process risks.
• Lead resolution of complex or escalated issues and provide clear recommendations to leadership.
• Maintain an accurate deal pipeline and provide timely updates for transaction and portfolio reviews.
• Lead, coach, and develop the lease administration team, setting clear priorities, standards, and accountability.
• Lease Administration and Data Integrity
• Oversee the accuracy, completeness, and timeliness of lease abstractions and critical-date tracking.
• Maintain rigorous data-quality standards within the global lease administration system of record (currently Visual Lease).
• Review lease data, financial terms, amendments, escalations, reconciliations, and other portfolio records.
• Ensure lease information is accurate, auditable, and suitable for budgeting, forecasting, accounting, and strategic planning.
• Support and validate payment automation and systems-integration processes.
• Establish global lease administration standards that are applied consistently across regions while accommodating legitimate local requirements.
• Financial Operations and Compliance
• Oversee high-volume rent and lease-related payment processing.
• Investigate and resolve payment, invoice, escalation, and reconciliation discrepancies through completion.
• Coordinate vendor onboarding and annual operating-expense and CAM reconciliations.
• Own the monthly global rent roll process with no material errors.
• Partner with Accounting on ASC 842, SOX controls, audits, and ongoing lease reassessments.
• Lead lease administration requirements associated with a major ERP transformation.
• Portfolio Insight & Decision Support
• Produce recurring portfolio reporting covering lease expirations, critical dates, financial commitments, portfolio changes, and key risks.
• Partner with Real Estate leadership and analytics teams to ensure lease data feeds executive dashboards and portfolio planning.
• Support annual planning, budgeting, forecasting, portfolio optimization, and long-range real estate strategy.
• Translate complex lease information into clear, actionable recommendations for business leaders.
• Surface upcoming portfolio decisions early enough for leadership to act on them, rather than reporting them after the fact.

Key Requirements and Technology Experience:

• Service-Provider Management
• Manage outsourced lease administration and abstraction providers against established scopes, service levels, and quality standards.
• Monitor abstraction accuracy, turnaround times, responsiveness, and issue resolution.
• Address performance gaps through documented corrective-action plans.
• Partner with regional Real Estate teams to ensure consistent, high-quality portfolio support.
• Process Improvement
• Document and maintain operating procedures for all owned processes.
• Develop a jointly agreed lease administration and portfolio-operations playbook.
• Evaluate workflows and controls to identify automation, efficiency, and cost-saving opportunities.
• Implement scalable processes that reduce manual work, strengthen compliance, and improve data quality.
• Drive issues from identification through decision and resolution without unnecessary escalation.
• Measures of Success
• In the first year, this leader will be measured on:
• Monthly global rent roll delivered on time with no material errors.
• No preventable missed renewal, termination, payment, escalation, or compliance deadlines.
• Lease system data reviewed monthly, with accuracy and completeness measured and reported.
• SOX controls completed on schedule, with findings remediated within 30 days.
• Portfolio risks maintained in a current risk log and surfaced before escalation.
• At least two material process or automation improvements implemented annually.
• Lease information is measurably easier for Real Estate leadership to use when making portfolio decisions.
• Bachelor's degree in Finance, Accounting, Real Estate, Business, or a related field, or equivalent professional experience.
• 812 years of experience in corporate real estate, lease administration, real estate finance, or portfolio operations.
• 35 years of leadership experience managing teams, service providers, or complex national or global portfolios.
• Strong understanding of lease accounting, financial controls, payment operations, reconciliations, and ASC 842.
• Experience managing outsourced lease administration or abstraction providers.
• Experience with Visual Lease, MRI, Yardi, Accruent/Lucernex, or comparable lease-management systems.
• Advanced Excel and data-management capability.
• Demonstrated success improving processes, implementing automation, and strengthening operational controls.
• Exceptional attention to detail, analytical judgment, responsiveness, and cross-functional communication.
• Ability to operate independently, make timely decisions, and communicate risks and recommendations clearly.
• Experience building or transforming a global lease administration function.
• Experience supporting ERP transformations, preferably involving SAP or NetSuite.
• Experience within a large technology company or similarly fast-moving global organization.
• Experience integrating lease data into executive dashboards and portfolio analytics.
• Demonstrated ability to simplify and automate processes using systems, workflow tools, and AI.
• A track record of identifying risks and opportunities proactively rather than waiting to be asked
• Strong candidates may come from:
• Lease administration, portfolio management, or transaction-management teams at CBRE, JLL, Cushman & Wakefield, Colliers, or similar providers.
• In-house corporate real estate teams supporting large, complex, multi-site portfolios.
• Lease-management software companies in implementation, customer success, or operational leadership roles.
• Real estate finance or accounting roles with significant ASC 842 and portfolio-operations experience.