[Hiring] Transition Manager, Lease Administration @Colliers International

Role Description

The Transition Manager, Lease Administration, is responsible for managing Lease Administration client implementations, client and vendor relationships, centralizing, establishing and producing schedules, reports and communication plans, as well as process flow for new or expansion of business. This position is responsible for managing the entire transition lifecycle, including discovery, data extraction, migration, abstraction, validation, process documentation, and stabilization, followed by handover to the designated Lease Administration team.

In this role, you will…

• Manage multiple projects concurrently.
• Track and manage project team’s accountability to scope, schedule, and budget for transitions.
• Comfortable managing teams and familiar with accepted hiring and employment practices.
• Provide quality control within the database to identify errors and inconsistencies during the onboarding phase.
• Ability to create, edit, and run reports in most Lease Administration databases.
• Mentor and train junior transition resources on key duties.
• Interpret complex commercial lease language and attend to details.
• Oversee lease abstraction, translation and quality control process for transition projects.
• Maintain evergreen templates and develop account processes, procedures and playbooks inclusive of RACI chart.
• Ensure timely and accurate abstraction or input of all rental obligations related to leases and all other important lease information during onboarding phase.
• Understand client business objectives, real estate portfolio strategy, and service expectations.
• Maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency and payee information.
• Program manage delivery of transitions to include: project timelines and Gantt charts, risk and mitigation strategies, action tracking, meeting agendas & minutes, etc.
• Conduct regular meetings and reviews with clients.
• Develop strong client governance programs such as reporting cadence, communication methods, business reviews, etc. during transition.
• Prioritize strong service delivery and client relationships.
• Manage client escalations and ensure timely resolution of issues during transition.
• Oversee and ensure global team is delivering services.
• Support RFI and RFP response development including pricing, presentation decks, etc.
• Participate in presentations to new or existing clients for new business pitches.
• Manage assignments and delegation of database management tasks to global team members.
• Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.
• Prepare and lead with impactful communication and professional presence.
• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
• General understanding of AI technology and openness to adapting to the evolution of technology.
• Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned transition accounts.
• Provide final QC for abstraction process as may be required for assigned transition accounts.
• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
• Oversee data migration from legacy systems and target systems, data mapping, ETL processes or reconciliation between tools.
• Provide training for lease administration systems and dashboards.
• Ability to review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
• Develop initial monthly rental payment schedules.
• Ability to assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to ensure accuracy of all charges.
• Ability to review and validate Consumer Price Index adjustments as provided in legal documents.
• Maintain file systems, including the data integrity of initial information uploaded to the database application used for tracking all Tenant and Lease related data specific to the initial set up of a new account during transition.
• Maintain client transition financial forecasts for internal tracking and budgeting.
• Confirm and approve monthly client billing. Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process for transitions.
• Track A/R for assigned clients and escalate to appropriate parties.
• Regular status reports to internal management.
• Knowledge of Lease Administration scope of services, master service agreement and intercompany contractual review and development in partnership with Colliers legal, risk and security teams.
• Develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually.
• Review and validate team allocations and alignment to contractual scope of work and client’s expectations.
• Manage team workloads ensuring equitable distribution.
• Develop roadmap to streamline and enhance transition program delivery.
• Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc.

Qualifications

• Bachelor’s degree in business, accounting, real estate, or similar field preferred.
• At least 10 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields.
• Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Visual Lease, or other portfolio management database systems.
• Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.
• Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
• Thorough knowledge of FASB/IFRS accounting rules and general accounting principles preferred.
• Effective and successful track record of working independently, preferably remotely, and possess strong time management skills.

Benefits

• Employer subsidized medical benefits including RX, dental, vision.
• Employer paid basic life/AD&D insurance and short-term/long-term disability.
• 401k plan with employer match.
• 10 days of sick leave and a minimum of 15-days vacation annually.
• Unlimited time off for certain senior-level roles.
• 10 paid holidays plus two personal flex days throughout the calendar year.
• Twelve weeks of paid parental leave for birth parents and 4 weeks for non-birth parents.