Job Title: Real Estate Transactions & Lease Administration Specialist

Location: Colombia

Work Mode: 100% Remote

Employment Type: Full-Time Employee (Payroll-Based Contract with Benefits and Tax Deductions)

Contract Duration: Initial 6+ Months

Schedule: Monday–Friday, 30 hours per week

About The Role:

The Real Estate Transactions & Lease Administration Specialist serves as the primary operational liaison supporting the company's integral, remote-first real estate portfolio, including approximately 10 regional office hubs and strategic sublease locations. This role acts as the primary point of contact between landlords, external brokerage partners, a third-party lease administration provider, and internal Lease Accounting teams to ensure seamless coordination across the lease lifecycle.

The successful candidate will be responsible for maintaining portfolio accuracy, supporting lease administration and transaction activities, monitoring critical lease dates, managing rent and invoice workflows, coordinating sublease operations, and ensuring accurate documentation and compliance. This position requires exceptional organizational skills, attention to detail, and the ability to collaborate effectively with internal and external stakeholders in a fast-paced global environment.

Responsibilities:

- Lease Administration & Vendor Management
- Serve as the primary weekly liaison with the external lease management firm.
- Review, validate, and audit lease administration outputs to ensure accuracy and data integrity.
- Coordinate directly with regional tenant-rep brokers on active property searches, lease options, renewals, and related transaction activity.
- Maintain strong working relationships with internal stakeholders, external vendors, brokers, landlords, and service providers.
- Portfolio Operations & Compliance
- Monitor the portfolio master calendar to proactively identify and flag critical lease dates, including expirations, renewal options, termination windows, and other time-sensitive obligations.




- Track and escalate security deposit-related activities and other portfolio compliance items to Real Estate & Workplace leadership.
- Support operational continuity by ensuring all lease administration processes are handled accurately and on time.
- Rent, Invoice, and Lease Expense Processing
- Review monthly rent invoices and lease expense statements prepared by the lease management firm.
- Partner closely with Lease Accounting to validate charges, confirm internal review and approvals, and ensure timely routing to Accounts Payable.
- Help prevent late fees, disruptions, and processing errors by ensuring all payment-related workflows are accurate and aligned.
- Sublease Coordination
- Coordinate documentation and landlord communications related to active sublease arrangements.
- Support subtenant compliance with building rules, operational requirements, and payment schedules.
- Track sublease milestones and assist in maintaining accurate records across the sublease lifecycle.
- Cross-Functional Coordination & Reporting
- Act as a central point of coordination across internal teams and external partners to keep lease, invoice, and portfolio information aligned.
- Maintain organized records and trackers related to lease administration, invoice processing, critical dates, and sublease activity.
- Support ad hoc reporting and operational projects as needed.

Requirements:

- 3+ years of experience in lease administration, commercial real estate operations, real estate transactions coordination, or a related field.
- Experience supporting corporate office portfolios, lease operations, or vendor-managed lease administration processes.




- Strong understanding of lease lifecycle activities, lease calendars, key dates, and invoice review workflows.
- Demonstrated ability to manage multiple priorities and deadlines in a global, fast-paced environment.
- Excellent attention to detail and strong organizational skills.
- Strong written and verbal communication skills with the ability to coordinate across internal and external stakeholders.
- Proficiency in Microsoft Excel, Google Sheetsand LeaseCalcs and other tracking/reporting tools.

Required Skills/Qualifications (Preferred):

- Experience working with a global portfolio, multi-region office footprint, or remote-first workplace model.
- Familiarity with lease accounting processes and coordination with Accounts Payable.
- Experience working with external lease administration providers and tenant-rep brokers.
- Exposure to sublease administration, landlord coordination, or real estate compliance workflows.
- Experience using lease administration systems, project management tools, or portfolio tracking platforms.
- MCR (Master of Corporate Real Estate) certification is preferred but not required.

Core Competencies:

- High attention to detail
- Strong follow-through and accountability
- Vendor management and coordination
- Cross-functional communication
- Problem-solving and issue escalation
- Data accuracy and process discipline
- Ability to operate in ambiguity
- Customer-ser

Success in This Role Looks Like:

- Lease administration data is accurate and consistently reconciled with internal and external teams.
- Critical lease dates are identified early and communicated proactively.
- Rent and invoice workflows are processed without disruption or unnecessary delays.
- Lease Accounting and Accounts Payable receive clean, timely, and validated information.
- Sublease activity is well-coordinated, documented, and compliant.
- Internal and external partners view this role as a reliable and trusted operational hub.

📌 Real Estate Specialist (Colombia)
🏢 Lancesoft
📍 Colombia