Assistant VP- Portfolio Lease Administration

Job Title

Assistant VP- Portfolio Lease Administration

Job Description Summary

The Portfolio Lease Administration Senior Manager is responsible for overseeing the account’s lease portfolio, ensuring accurate lease management, compliance with established policies and best practices, and the integrity of lease and financial data. The role leads a team of lease administrators, drives process optimization, and ensures efficient, scalable lease administration operations.
This position oversees end to end lease administration activities, including high quality lease abstraction, data management, and the accurate and timely processing of lease payments in accordance with lease agreements. The Senior Manager is accountable for optimizing payment workflows, resolving billing discrepancies, and maintaining accurate financial records.
Working closely with cross functional teams and external stakeholders, the role provides strategic insight to improve service delivery, team performance, and client satisfaction. The position also supports audit readiness (including SOC 1 compliance), enables IFRS 16 accounting requirements, ensures strong client engagement, and drives continuous improvement through resource optimization and robust operational workflows.

Job Description

• Requires intermediate knowledge of Generally Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB) regulations including an intermediate knowledge of financial terms and principles to include accounting methods (cash, accrual, and full GAAP). Conducts intermediate financial analysis
• Manage all Portfolio Administration services for a multitude of accounts
• Oversee operations on a day-to-day basis ensuring work is completed and deadlines are met
• Provide superior client service to internal and external clients
• Lead, mentor, and manage a team of lease administrators, providing guidance, training, and performance feedback.
• Delegate tasks effectively to team members, ensuring work is completed accurately and within deadlines.
• Foster a collaborative, high-performing team culture that emphasizes continuous improvement and adherence to company standards.
• Attend regular client calls and meetings to discuss account performance, address concerns, and provide updates on lease administration activities. Serve as the primary point of contact, fostering strong client relationships by understanding their needs, managing expectations, and ensuring consistent delivery of high-quality service.
• Recommend new approaches, policies, and procedures to drive continual improvements in efficiency of services performed
• Stay current with industry best practices and apply them to improve the finance management function.
• Review straight-line records for accuracy prior to it going to the client
• Review major reports for accuracy prior to sending to the client.
• Ensure team’s compliance with internal policies and procedures such as SOC1, AR, AP, etc.
• Identify internal and external risks and apply appropriate mitigation strategies
• Regularly assess account requirements and monitor work processes to ensure that team SLAs and KPIs are achieved, thereby enhancing client service and strengthening relationships. Guide direct reports in comprehending customer needs and delivering the expected outcomes effectively.
• Provide regular feedback to leadership regarding issues, challenges, and areas for additional focus
• Provide timely and accurate reporting to senior leadership and clients
• Execute special projects as assigned by Client or CW Sr. Leadership

Other Responsibilities:

• Cooperate closely with Transition Team to assist in the transfer of responsibilities and work from transition to steady state
• Conduct routine audits to ensure data accuracy and process adherence to global lease admin standards.
• Initiate root cause analysis and implement mistake-proofing strategies to address issues and prevent recurrence.
• Provide new team integration and recruiting support including the interviewing and onboarding process
• Develop training and ensure all training and continuing education needs are met for each member
• Initiate client billing and run relevant reports for assigned PA clients. Verify charges and circulate for approvals.
• Outline or oversee the continuous updates to the process playbooks
• Ad hoc report preparation

 

 

 

INCO: “Cushman & Wakefield”