Lease Administration Specialist

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. 

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.