Lease Administrator, Assistant

Job Title: Lease Administrator, Assistant

Company: Red Tail Acquisitions

Location: Home Office - Irvine, CA

Starting Pay: $24.00-$26.00 per hour

Status: Full-Time, Non-Exempt

Supervisor: Vice President, Business Systems

Benefits

We offer a competitive compensation package based on experience and qualifications, along with fully company-paid employee health insurance, paid vacation and sick time, paid holidays, and life insurance for full-time employees! Every employee gets access to exclusive discounts just for being part of the team!

Position Summary

We are seeking a highly organized and detail-oriented professional to support commercial property management and accounting operations. This role plays a key part in maintaining accurate financial records, supporting tenant and vendor compliance, and ensuring smooth administrative and reporting processes.

Key Responsibilities

• Maintain organized filing systems to ensure efficient and accurate record management.
• Process tenant Certificates of Insurance (COIs), including data entry and distribution of required notices.
• Prepare and distribute the Commercial AM Report.
• Generate balance due reports and issue tenant notifications as needed.
• Accurately and timely post monthly commercial corporate rent checks.
• Process invoices in Yardi and other platforms, ensuring proper coding and approval routing.
• Coordinate and manage utility transfers, account setup, and ongoing maintenance.
• Pull and prepare reports to support CAM reconciliations and annual budget processes.
• Assemble reconciliation packages—including rent statements, reconciliation letters, and refund checks—for tenant distribution.
• Process full-service lockbox payments, ensuring accurate posting.
• Monitor and clear open charge batches and receipts within AME.
• Review and resolve invoices pending in Payscan, including items requiring follow-up or additional action.
• Review and post charge batches, including late fees and sales tax entries.
• Review service contracts for accuracy and compliance with company standards.
• Track and maintain vendor Certificates of Insurance.
• Serve as backup support for Executive Suites operations as needed.
• Process operating invoices for commercial managers without dedicated assistants via the centralized invoice email system.
• Prepare general reports as requested by management.
• Perform other duties as assigned to support departmental operations.

Required Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Real Estate, or related field preferred (or equivalent work experience).
• 2+ years of experience in commercial property management, real estate accounting, or related administrative support.
• Experience with Yardi (preferred), including invoice processing, charge batches, and reporting.
• Familiarity with CAM reconciliations, operating budgets, and tenant billing processes.
• Experience handling COIs and vendor compliance documentation.
• Proficiency in Microsoft Office Suite, particularly Excel.

Required Skills & Competencies

• Strong attention to detail and high level of accuracy in financial and administrative tasks.
• Excellent organizational and document management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving and analytical skills.
• Clear written and verbal communication skills.
• Ability to work both independently and collaboratively with property management and accounting teams.
• Customer service mindset when interacting with tenants and vendors.
• Professional discretion when handling confidential financial information.

Red Tail Acquisitions is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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