Lease Administration Specialist

Proskauer•New York, NY

3d•$80,000 - $100,000•Onsite

About The Position

The world’s leading organizations and global players choose Proskauer to represent them when they need it the most. With 800+ lawyers in key financial centers around the world, we are known for our pragmatic and business-savvy approach. Proskauer is the place to turn when a matter is complex, innovative and game-changing. We work seamlessly across practices, industries and jurisdictions with asset managers, private equity and venture capital firms, Fortune 500 and FTSE companies, major sports leagues, entertainment industry legends and other industry-redefining companies. Reporting to the Associate Director of Real Estate and Workplace Solutions, the Lease Administration Specialist is responsible for the administration, analysis, and occupancy management of the Firm’s real estate portfolio. This position manages lease data, rent analysis, occupancy statistics, and vendor relationships associated with office space and real estate operations. The Lease Administration Specialist collaborates closely with Finance, Facilities, and Office Administration teams to ensure the Firm’s real estate assets are efficiently managed and strategically aligned with business needs.

Requirements

Bachelor’s Degree required; degree in Real Estate, Finance, Business Administration, Architecture, or a related field preferred.
Minimum of 3 years of progressive experience in corporate real estate, lease administration, workplace strategy, facilities operations, or a related function, preferably within a professional services, legal, or global organization.
Demonstrated experience supporting and administering a multi-location real estate portfolio, including lease data management, rent and operating expense analysis, and occupancy tracking.
Strong analytical and financial skills, with the ability to review operating expense reconciliations, track rent escalations, and assist with operating and capital budget development.
Proven ability to prepare detailed reports and management presentations related to space utilization, occupancy metrics, lease expirations, and cost trends.
Solid organizational and project coordination skills, with the ability to manage multiple priorities, track deadlines, and support lease renewals, relocations, and capital projects.
Effective written and verbal communication skills, with the ability to collaborate cross-functionally with various teams throughout the firm, external consultants, and vendors.
High level of attention to detail, discretion, and professionalism when handling confidential lease, financial, and firm data.
Ability to work independently within established guidelines while escalating issues, risks, and recommendations to senior leadership as appropriate.
Proficiency in Microsoft Excel and other reporting tools.
This position will require some physical presence in Proskauer’s offices on a weekly basis.

Responsibilities

Lease Administration: Maintain and update lease abstracts, critical dates, security deposits/letters of credit, and related documentation in Firm databases.
Review annual operating expense and real estate tax reconciliations with landlords and auditors.
Process tenant improvement allowance disbursements for current capital projects.
Oversee monthly rent payments for domestic and international offices.
Track lease negotiations, develop summaries, and assist with lease renewals or relocations.
Coordinate with office administrators and legal teams on lease compliance matters.
Reporting & Analysis: Prepare firmwide space utilization and lease summary reports, including rent, capacity, occupancy, and vacancy data.
Maintain and reconcile real estate data with Finance and Human Resources systems (e.g., lawyer headcount and staffing metrics).
Track and report on rent escalations, real estate taxes, and other rent-related costs across all offices.
Prepare detailed analyses for space planning, growth projections, and lease expiration timelines.
Develop management presentations and reports summarizing real estate and occupancy metrics for leadership.
Budget Management: Assist in the development of annual real estate operating and capital budgets in collaboration with Finance.
Review monthly expense and budget reports; identify variances and recommend corrective actions.
Monitor rent and operating cost trends, providing forecasting and strategic insight to leadership.
Occupancy Management (WISP System Administration): Maintain and update the Firm’s Workplace Information & Space Planning (WISP) system to ensure accurate space data and occupancy records.
Coordinate with internal teams and external partners to update floor plans and occupancy information for office changes (e.g., new hires, departures, relocations).
Review and approve CAD and space management updates in coordination with architects and office administrators.
Conduct regular system audits and corrections for data accuracy.
Provide user support and training for WISP users and assist with system functionality updates.