Boston’s Planning Department was established by Mayor Wu in 2024 to restore planning as a core function of City government and to shape growth that serves Boston’s residents and centers their needs. Our mission is to address our City’s greatest challenges: resilience, affordability, and equity; we take real estate actions and prioritize planning, development, and urban design solutions that further these priorities. We seek to build trust with communities through transparent processes that embrace predictable growth.

We are professionals who serve the City in a variety of ways—from architects who review the smallest details of a historic building to city planners who envision the future of neighborhoods with community members. We work hand-in-hand with other City departments and community groups to make our City better. 

The Planning Department’s purpose is to: develop comprehensive short and long-term plans for Boston’s built environment, establish a consistent and predictable zoning code for the City, advance exceptional and inclusive design standards, provide predictability to guide development that is responsive to community needs, and plan for the effective use of public real estate.

Under the direction of the Senior Budget Manager, the Lease Administration Specialist will be responsible for the maintenance of the YARDI Voyager database and the regular updating of the system as needed to reflect all salient fiscal and operational data for all leases/licenses in the BPDA/City of Boston Planning Department real estate portfolio.

In addition to the maintenance and quality assurance of the database, the Lease Administration Specialist will perform a key role in other regular day-to-day lease/license administration matters including the following responsibilities:

• Collect, inventory, abstract, and upload all pertinent real estate contract information and documentation into the database.
• Serve as YARDI technical administrator, assist with system upgrades, and support staff as needed.
• Maintain the database to record and manage all critical activity in the real estate lease portfolio, including term commencement/expiration dates, fixed/additional rent commencement/end dates, option notice/exercise dates, and other contractual date or milestone activities.
• Assist with GASB 87 audit activities.
• Use the database to project BPDA real estate contract revenue and support internal accounts receivable staff to maintain timely and accurate tenant billing.
• Prepare and distribute to internal staff periodic lease/contract reports, including lease status reports, critical date reports, revenue projection schedules, and other reports as needed.
• Assist in the collection of rents, operating expenses reimbursements, real estate tax/payment in lieu of tax receivables, late fees, and other receivables.
• Service the real estate portfolio to ensure compliance with respect to tenant reporting requirements (i.e., insurance certificates, financial statements, occupancy and use certificates, etc.) and solicit outstanding items as needed.
• Provide regular support to the Finance and Real Estate departments.
• Perform other duties as assigned.

• Bachelor’s degree in business administration, business management information systems, real estate, accounting, finance, or a similar field. Additional and directly relevant experience may be substituted for part or all of the degree requirements.
• Ability to effectively process large volumes of information while maintaining a high level of attention to detail, exhibit a high level of professional interpersonal and service skills to both internal and external parties, and continually add value by identifying and addressing data gaps and business process improvement opportunities.
• The candidate must be able to work under pressure, deal with multiple deadlines, effectively handle stressful situations, and work with minimal direction/supervision.
• Proficiency with Microsoft Products, Excel, is required. Experience with YARDI Voyager is a plus. 

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/($66,000-$78,500)

Hours per week: 35