Leave Administrator

ABOUT MADISON PARTNERS

Madison Partners is a diversified commercial real estate investment, development, brokerage, and management firm headquartered in Dallas’s Deep Ellum neighborhood. For over 30 years, the firm has delivered innovative projects in Dallas’s urban core—from adaptive reuse and ground-up retail to mixed-use development and multifamily housing. The firm ownership has owned property in Deep Ellum and on Lower Greenville Avenue for more than 40 years, and the firm’s patient, community-oriented approach to property ownership has been central to the revitalization of both neighborhoods.

Madison Partners currently holds ownership, management, and/or asset management responsibilities across approximately 1,000,000 square feet of real estate—primarily multi-tenant retail, mixed-use, and neighborhood shopping centers—while actively expanding its multifamily development platform, including public-private partnership (PFC) attainable housing. The portfolio spans signature Dallas neighborhoods including Deep Ellum, Lower Greenville Avenue, Lakewood, and properties in Plano and the broader DFW Metroplex.

We are a close-knit team of approximately 10 professionals. Working here means being part of a firm where your contributions are visible and your growth is supported—not lost in layers of corporate bureaucracy.

POSITION OVERVIEW

The Leasing Administrator is a critical operations role responsible for the full lifecycle of lease documentation and administration across Madison Partners’ commercial portfolio. This position supports the Managing Partner, property management team, and Comptroller by ensuring that every lease, amendment, renewal, and tenant file is accurate, current, and accessible. The ideal candidate brings strong organizational instincts, genuine attention to detail, and the ability to manage competing priorities in a fast-moving, entrepreneurial real estate environment.

This is not a passive filing role. You will be actively involved in the office processes, track critical dates that drive revenue, coordinate with tenants and brokers, and serve as a key point of contact for lease-related information across the firm.

KEY RESPONSIBILITIES

Lease Documentation & Administration

• Prepare, review, and manage all lease documents including letters of intent (LOIs), new leases, amendments, renewals, terminations, commencement date agreements, and estoppels.

• Abstract executed leases into the firm’s tracking systems, capturing key terms: rent schedules, escalations, percentage rent thresholds, option dates, CAM/NNN structures, co-tenancy and exclusivity clauses, and tenant improvement allowances.

• Maintain a centralized, organized lease filing system (physical and digital) for the entire portfolio, ensuring all documents are properly executed and filed.

• Monitor and manage critical dates including lease expirations, renewal option deadlines, rent escalation triggers, and free rent burn-off periods. Proactively flag upcoming deadlines for the leasing and management teams.

• Track and coordinate tenant certificates of insurance (COIs) and sales reports, ensuring compliance with lease requirements.

Financial Coordination & Reporting

• Coordinate with the Comptroller on rent rolls, tenant reconciliations (CAM, real estate taxes, and insurance), and percentage rent calculations.

• Assist with annual operating expense budgets and year-end reconciliation processes by providing accurate lease data and tenant billing parameters.

• Maintain and update tenant contact information, security deposit records, and guarantor details.

Tenant Coordination

• Serve as a primary administrative point of contact for tenants on lease-related questions, rent payment, document requests, and coordination of move-in/move-out procedures.

• Support the leasing team with market-ready property information, vacancy reports, and comparable rent data as requested.

Property Management Support

• Support the property management team with administrative tasks including vendor contract filing, work order tracking, and coordination of tenant buildout schedules.

• Assist with preparation of monthly operating statements and owner reports by providing lease and occupancy data.

• Participate in periodic portfolio reviews, contributing lease status updates, upcoming expiration summaries, and occupancy trending.

QUALIFICATIONS

Required

• 2+ years of experience in commercial real estate lease administration, property management, or a closely related real estate operations role.

• Working knowledge of commercial lease structures and terminology, including NNN, gross, modified gross, percentage rent, CAM reconciliations, escalation clauses, and tenant options.

• Strong proficiency in Microsoft Excel and Microsoft Word.

• Excellent organizational skills with a demonstrated ability to manage multiple properties, deadlines, and document workflows simultaneously.

• Strong written and verbal communication skills; comfortable corresponding with tenants, brokers, attorneys, and ownership.

• High attention to detail and accuracy in document preparation and data entry.

• Self-starter mentality with the ability to work independently in a small-team environment where initiative and accountability are expected.

Preferred

• Experience with Yardi or comparable property management and accounting software.

• Familiarity with retail and restaurant real estate, including percentage rent reporting, exclusive use provisions, and entertainment/food & beverage permitting.

• Experience with urban infill, multi-tenant shopping center, or mixed-use property types.

• Bachelor’s degree in Real Estate, Business Administration, Finance, or a related field. Relevant professional experience may be considered in lieu of a degree.

• Knowledge of Texas real estate regulations, property tax protest processes, and municipal permitting requirements is a plus.

WHAT WE OFFER

• A front-row seat to Dallas’s most dynamic urban neighborhoods—Deep Ellum, Lower Greenville, and beyond.

• Direct exposure to all facets of commercial real estate: leasing, development, acquisitions, property management, and community engagement.

• A collaborative, low-ego team culture where your work has immediate, visible impact.

• Competitive compensation commensurate with experience.

Pay: $58,000.00 - $68,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave

Work Location: In person