Commercial Real Estate Lease Administration Services
by RE BackOffice

On-demand lease administration expertise, optimal ROI

Enjoy the benefits of a reliable and scalable lease administration team;
Software-agnostic

lease abstraction client smart-final
lease abstraction client walgreens
lease abstraction client crown-castle
lease abstraction client j-crew
lease abstraction client 7-eleven
lease abstraction client wireless-vision
lease abstraction client louis-berger
lease abstraction client mobilitie
Learn more about our lease administration services. Contact us!

End-to-end lease administration services under one roof

RE BackOffice provides end-to-end lease administration services for Tenants, Landlords, Property Owners and Managers, helping manage your real estate portfolio effectively. Ensuring compliance is a critical aspect of our lease administration services, helping organizations manage costs and mitigate risks associated with leasing. With a legacy dating back to 2006, our extensive experience positions us as leaders in the lease administration industry, ensuring that your lease administration needs are met with accuracy, timeliness and efficiency.

With our flexible, customized, and scalable lease administration services, you can trust RE BackOffice to provide the support you need, exactly when you need it.

Tailored Solutions

From small lease administration tasks to full-service lease administration projects, we offer flexible lease administration packages customized to your needs with tailored strategic solutions. Managing lease obligations is a crucial part of these tailored solutions, ensuring compliance, accuracy in payments, and streamlined interactions with landlords.

Temporary Support

Facing a resource crunch? We provide short-term assistance to help you through busy periods. Need lease administration help for a few days, weeks, or months? We're here to provide temporary support whenever you need it.

Scalable Assistance

No lease administration project is too small. Our services scale to meet your evolving needs, whether short-term or long-term.

Choose the lease administration
service package that's right for you!

We have three lease administration packages, split tier-wise based on the different lease administration services offered. Depending on your lease administration requirements, you may opt for the package that best suits you. You have the flexibility to hire a dedicated lease administrator or a team of administrators who seamlessly integrate with your in-house team. This tailored approach ensures personalized support that aligns with your unique business requirements.

We also offer custom lease administration packages and services, meaning, you tell us what lease administration services you are looking for and we can work out a package that best fits your needs.

Lease Administration Services

  • Tenants
  • Landlords, Property Owners & Managers
  • Tier One
  • Tier Two
  • Tier Three

Abstraction

  • Leases
  • License Agreements
  • Amendments
  • Extensions
  • Renewals
  • Terminations
  • Estoppels & SNDA
  • Vendor Updates
  • Other Correspondence

Invoice Processing

  • New Estimate Setup
  • Catch-up & True-up Processing
  • One-time Invoice Processing
  • Reconciliation Due & Over Payment
  • Processing & Adjustment

Payable Management

  • Accounts Payable
  • Invoice Coding & Vouching
  • Invoice Processing
  • Onboarding Vendor
  • Vendor Set-Up
  • Payment Processing

Reporting

  • Critical Date Report
  • Lease Expiration Report
  • Ongoing Options Report
  • Leased Site List Report
  • Owned Site Report
  • Security Deposit Report
  • Variance Report
  • Ad hoc Reports

Desktop Audit

  • CAM Reconciliation and Recovery Audit Services

Correspondence

  • Follow up with Landlords for back up documents and queries
  • Tier One
  • Tier Two
  • Tier Three

Abstraction

  • Leases
  • License Agreements
  • Amendments
  • Extensions
  • Renewals
  • Terminations
  • Estoppels & SNDA
  • Vendor Updates
  • Other Correspondence

Billing

  • Rent Roll Edits & Analysis
  • Commercial Billing & Bill Backs: Understanding lease terms is crucial for accurate billing, as it ensures that all charges are correctly applied according to the agreed-upon conditions between landlords and tenants.
  • Budget - Updating estimates
  • Batch Processing(Security deposit, Rent adjustments etc.)

Recievable Management

  • Accounts Receivable
  • Invoice Preparation
  • Receipt Posting
  • Bank Reconciliation
  • Late Fee & Delinquency Posting
  • Monthly Processing
  • Billbacks
  • Recurring Charges Posting

Reporting

  • Rent Increase Report
  • Critical Date Report
  • Lease Expiration Report
  • Ad hoc Reports

Desktop Audit

  • CAM Reconciliation and Recovery Audit Services
  • Recovery Set-up

Correspondence

  • Processing Letters (Commencement, Rent Increase, Renewal, Termination, etc.)

Collection calling

Choose the lease administration service package that's right for you!

We have three lease administration packages, split tier-wise based on the different lease administration services offered. Depending on your lease administration requirements, you may opt for the package that best suits you. You have the flexibility to hire a dedicated lease administrator or a team of administrators who seamlessly integrate with your in-house team. This tailored approach ensures personalized support that aligns with your unique business requirements.

We also offer custom lease administration packages and services, meaning, you tell us what lease administration services you are looking for and we can work out a package that best fits your needs.

Lease Administration Services

Tier One
Abstraction
  • Leases
  • License Agreements
  • Amendments
  • Extensions
  • Renewals
  • Terminations
  • Estoppels & SNDA
  • Vendor Updates
  • Other Correspondence
Invoice Processing
  • New Estimate Setup
  • Catch-up & True-up Processing
  • One-time Invoice Processing
  • Reconciliation Due & Over Payment
  • Processing & Adjustment
Tier Two

Everrything in Tier One, and:

Payable Management
  • Accounts Payable
  • Invoice Coding & Vouching
  • Invoice Processing
  • Onboarding Vendor
  • Vendor Set-Up
  • Payment Processing
Reporting
  • Critical Date Report
  • Lease Expiration Report
  • Ongoing Options Report
  • Leased Site List Report
  • Owned Site Report
  • Security Deposit Report
  • Variance Report
  • Ad hoc Reports
Desktop Audit
  • CAM Reconciliation and Recovery Audit Services
Tier Three

Everrything in Tier One, Tier Two and:

Correspondence
  • Follow up with Landlords for back up documents and queries
Tier One
Abstraction
  • Leases
  • License Agreements
  • Amendments
  • Extensions
  • Renewals
  • Terminations
  • Estoppels & SNDA
  • Vendor Updates
  • Other Correspondence
Billing
  • Rent Roll Edits & Analysis
  • Commercial Billing & Bill Backs
  • Budget - Updating estimates
  • Batch Processing(Security deposit, Rent adjustments etc.)
Tier Two

Everrything in Tier One, and:

Recievable Management
  • Accounts Receivable
  • Invoice Preparation
  • Receipt Posting
  • Bank Reconciliation
  • Late Fee & Delinquency Posting
  • Monthly Processing
  • Billbacks
  • Recurring Charges Posting
Reporting
  • Rent Increase Report
  • Critical Date Report
  • Lease Expiration Report
  • Ad hoc Reports
Desktop Audit
  • CAM Reconciliation and Recovery Audit Services
  • Recovery Set-up
Tier Three

Everrything in Tier One, Tier Two and:

Correspondence
  • Processing Letters (Commencement, Rent Increase, Renewal, Termination, etc.)
Collection calling

Hands-on experience across
leading lease administration platforms

Navigating the lease administration landscape requires familiarity with various platforms. RE BackOffice has hands-on experience across all leading lease administration platforms, which gives you an edge, as we can ensure that your systems are optimized for efficiency and accuracy.

  • accruent
  • amtdirect
  • finquery
  • accruent-lucernex
  • mri
  • lease-harbor
  • lease-accelerator
  • oracle
  • yardi
  • yardi
  • ileasepro
  • nakisa
  • occupier
  • pro-lease
  • quarem
  • tango
  • trimble
  • CoStar
  • leasecake
  • IBM Tririga

Lease Administration Case Study

Here's one of our lease administration case studies that discusses how RE BackOffice lease administration services and expertise helped our clients, a leading retail chain save $720K+ over 5 years. Please download our case study to learn more.

Download Case Study

Scale up your lease administration function while still keeping your costs low for cost savings

Outsourcing lease administration to
RE BackOffice is a strategic move helping you save immensely on project costs, especially when managing commercial real estate. Effective lease data management is crucial in outsourcing lease administration, as it ensures accessibility, accuracy, and error reduction. Let us handle the day-to-day lease administration tasks and help you stay on top of your lease portfolio, allowing you to benefit from cost-effective and expert lease administration services. Say goodbye to worries about staff shortages during critical lease administration seasons, such as CAM reconciliation and recovery audit services or lease budgeting. We ensure a seamless process, allowing you to maintain operational efficiency year-round.

We are here whenever you need us!

Your satisfaction is our priority, which is why we offer around-the-clock client support. Whether you have a query, need updates, or require any additional lease administration assistance, our dedicated team is here to provide prompt and reliable support.

Ready to transform your lease administration process? Explore how RE BackOffice can optimize your lease administration function, save costs, and provide you with a strategic edge in lease management. Contact us for a consultation, and let's discuss how our expertise aligns with your specific needs.

Lease Administration Testimonials

quate-sign

Here's what some of our clients have to say about our lease
administration services.

Lease Administration FAQs:
Everything You Need to Know

Get answers to common questions about lease administration, cost savings, compliance, and more.

Lease administration is the process of managing and tracking lease agreements, rent payments, critical dates, compliance requirements, and other lease-related obligations. It ensures accurate financial reporting, helps avoid penalties, and maximizes cost efficiency for landlords, tenants, and property managers.

A lease administrator is responsible for:

  • Tracking lease terms, renewals, and expirations
  • Managing rent payments and expenses
  • Ensuring lease compliance and regulatory adherence
  • Conducting CAM (Common Area Maintenance) reconciliation
  • Handling lease audits and financial reporting

By staying on top of these tasks, businesses can avoid costly lease disputes and maintain operational efficiency.

Effective lease administration prevents overpayments, late fees, and non-compliance penalties. It also helps businesses:

  • Identify billing errors and recover overcharges
  • Optimize lease negotiations based on data insights
  • Ensure accurate CAM reconciliations to avoid unnecessary expenses
  • Reduce administrative overhead by streamlining lease management

Lease administration involves ongoing management of leases, including tracking payments, compliance, and financial reporting. Lease abstraction, on the other hand, is a one-time process of summarizing key lease details (such as rent terms, renewal options, and escalation clauses) into a concise document for quick reference.

Outsourcing lease administration to a specialized provider offers several advantages:

  • Cost Savings: Reduces the need for in-house resources, cutting payroll and operational expenses.
  • Expertise: Leverage professionals who understand lease compliance, financial reporting, and reconciliation.
  • Efficiency: Streamlines lease tracking, ensuring deadlines and payments are never missed.
  • Scalability: Easily manage multiple leases across various locations without additional overhead.

U.S. businesses often struggle with:

  • Keeping up with state and federal lease regulations
  • Accounting compliance (ASC 842, IFRS 16, GASB 87)
  • Managing escalations and rent increases correctly
  • Ensuring CAM charges are fairly calculated

Professional lease administration ensures businesses stay compliant and avoid legal or financial risks.

Lease administrators review CAM expenses to ensure tenants are charged fairly based on lease agreements. This process helps:

  • Verify actual expenses vs. estimated charges
  • Identify billing errors or overcharges
  • Ensure accurate cost allocations for tenants
  • Prevent financial disputes between landlords and tenants

Proper CAM reconciliation can lead to significant cost recoveries for businesses.

Our team is experienced in handling all major platforms, ensuring seamless lease management. We have hands-on experience in all leading lease administration software platforms, including:

Lease administration software automates lease tracking, compliance, and financial reporting, reducing manual errors and improving efficiency. Key benefits include:

  • Centralized lease data for easy access
  • Automated reminders for key dates and payments
  • Real-time reporting for better financial decision-making
  • Compliance tracking to meet regulatory requirements
  • Integration with accounting systems for seamless operations

Using the right lease administration software can significantly enhance accuracy and reduce administrative burdens.

Lease administration ensures that rent payments and expenses are recorded, tracked, and analyzed to prevent missed payments or incorrect charges. This includes:

  • Automated reminders for upcoming payments
  • Expense audits to identify discrepancies
  • Tracking rent escalations to prevent overpayments
  • Reconciling CAM charges to ensure fair billing

This process helps businesses stay on top of their financial commitments and avoid costly errors.

Lease administration is essential for businesses with multiple lease agreements, such as:

  • Retail chains & franchises (e.g., restaurants, apparel stores)
  • Corporate real estate (e.g., offices, coworking spaces)
  • Healthcare facilities (e.g., hospitals, clinics, medical offices)
  • Industrial & logistics companies (e.g., warehouses, manufacturing units)
  • Real Estate Investment Trusts (REITs)

Any organization with a large lease portfolio can save time, reduce costs, and ensure compliance with expert lease administration.