Hobbs Brook Management LLC, has been a pioneer in the development of premier office space in the Boston suburbs since 1952. We believe the most valuable thing we develop isn’t a building. It’s a relationship. As both an owner and operator, Hobbs Brook Management is committed to providing its tenants, their employees and customers with a reliable and fully functional business environment. For more information about Hobbs Brook Management, please visit www.hobbsbrook.com. Hobbs Brook Management is the real estate division of FM.
Schedule & Location
This is an exempt, Full time office-based position in Waltham, MA.
Eligibility: Applicants must live within 50 miles of our office in Waltham, MA.
Relocation is not offered for this position
Responsibilities
At HBRE, we are looking for a dedicated Lease Administrator to join our world-class team!
A key role within the Asset Management Department, this position oversees lease administration for a portfolio of 4.7 million square feet across 170 tenants. Responsibilities include reviewing initial lease drafts, tracking lease status and critical dates, ensuring execution, abstracting leases, maintaining databases and technology platforms, and organizing lease documentation. The role also supports monthly reporting, cross-functional coordination, and departmental initiatives.
Your responsibilities include but are not limited to:
Lease Administration
Oversees all lease administration aspects of lease agreements, encompassing the initial review of lease drafts, preparation, monitoring the status of leases, ensuring their execution, abstracting key terms, tracking critical dates, updating relevant databases, excel spreadsheets and technology platforms, and cataloging and archiving files.
Works closely with legal team to ensure all lease documentation complies with company policies and legal requirements.
Legal Compliance and reporting
Review and track all Tenant Improvement requisitions. Provide clear summary of project reconciliations and back-up materials as needed.
Review and track Letters of Credit and Security Deposits for all tenants, ensuring that new, replacement, and reduction letters are updated in a timely manner and comply with lease requirements. Work with the Legal team to review contracts.
Collaboration
Cross-departmental support in Leasing and Asset Management matters. Works closely with the property managers, legal team, Asset and Leasing team to achieve occupancy and revenue goals. Coordinates meetings and provides meeting notes/summaries as requested.
Qualifications
3+ years of related experience preferably in lease administration/brokerage/project management or paralegal
Proficiency with Microsoft office suite, including Excel, Word & PowerPoint required
Experience with Yardi, including Voyager & Elevate platforms, is a plus!
Soft Skills
Outstanding customer service skills
Attention to detail
Ability to manage multiple tasks concurrently
Effective interpersonal and communication skills
Strong analytical and problem-solving skills
Emphasizes collaboration and a productive work approach
Strong sense of ownership
Education
Bachelors degree required or equivalent work experience
The hiring range for this position is $65,440 to $94,100 annually. The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FM’s comprehensive Total Rewards program that includes an incentive plan, generous health, and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances, and much more!
FM is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.