R O L E S U M M A R Y
Lead the lease administration function for PRIME's portfolio of nearly 2,000 retail locations and the team that runs it. Own accuracy and timeliness across the full lease lifecycle, carry financial accountability for occupancy cost, CAM/NNN reconciliation outcomes, and recovery of overbillings, and coach a team of five Lease Administrators. Negotiate directly with landlords on disputed charges and defaults, and deliver the reporting leadership uses to make portfolio decisions.
K E Y R E S P O N S I B I L I T I E S
• Lead, coach, and develop five Lease Administrators, including portfolio assignment, workload balancing, hiring and onboarding, performance reviews, and development plans.
• Spearhead AI and technology enhancements that increase reconciliation efficiency, including automated statement intake, variance and exception flagging, and reporting automation; own the business case and drive adoption across the team.
• Set quality standards and audit a sample of each administrator's abstracts, reconciliations, and payment requests on a defined cadence.
• Own the annual CAM/NNN reconciliation cycle end to end: review methodology, internal deadlines, dispute strategy, and recovery tracking.
• Decide when to challenge a landlord's reconciliation, request supporting documentation such as general ledger detail and invoices, and drive the dispute to resolution.
• Own escrow and estimate adjustments following reconciliation so monthly obligations match current schedules.
• Review and approve calculations of base and additional rent, percentage rent, escalations, credits, abatements, TI credits, reimbursements, and security deposit credits.
• Negotiate with landlords on disputed CAM, tax, and insurance charges, admin fee caps, late fees, and default notices; escalate to Legal when a business resolution is not available.
• Own the critical date calendar and ensure renewals, options, kickouts, and notice deadlines reach Real Estate/Dealmaking with time to act.
• Oversee lease abstraction quality and lease system data integrity; set the audit cadence for GLA, parcels, payees and remittance, and escalation schedules.
PRIME Communications | Senior Lease Administration Manager | Page 1 of 2
• Review payment requests and exceptions that exceed administrator authority and prepare them for Executive Director approval; own the controls that prevent duplicate or misapplied payments.
• Drive open landlord balances and aged disputes to closure rather than letting them roll forward.
• Deliver recurring reporting to the Executive Director and VP of Real Estate covering occupancy cost trends, reconciliation status, dispute pipeline, recovery dollars, critical dates, and team throughput.
• Partner with Accounting and FP&A on occupancy cost budgets, accruals, and variance explanation, and support internal and external audit requests.
• Partner with Dealmaking, Legal, Facilities, Construction, and Accounts Payable on deal terms, notices, chargebacks, TI credit collection, and exception resolution.
• Own the lease administration playbook (SOPs, templates, approval thresholds) and serve as business owner for the lease system and Great Plains workflows.
Q U A L I F I C A T I O N S
• 8+ years lease administration experience, including 3+ years managing a team.
• Retail or commercial lease administration in a large multi-site portfolio; experience supporting 500+ locations preferred.
• Deep CAM/NNN, real estate tax, and insurance reconciliation expertise, including auditing landlord backup and challenging methodology.
• Command of escrow adjustments, rent calculations, escalation structures, percentage rent, TI credits, and abatements.
• Track record of landlord negotiation with quantifiable outcomes such as recovered overbillings, waived fees, or settled disputes.
• Experience building and presenting reporting to senior leadership.
• Proficiency with lease administration software, Great Plains or a comparable ERP, and AP ticketing/case workflows.
• Demonstrated use of automation or AI tools to reduce manual reconciliation work, such as document data extraction, exception flagging, or reporting automation.
• Advanced Excel skills, including pivot tables, lookups, and reconciling large data sets across systems.
• Ability to read and interpret leases, amendments, estoppels, and SNDAs without routine Legal support.
• Bachelor's degree in real estate, finance, accounting, or business, or equivalent experience.
