Lease Administrator

Role summary

Manage the end -to -end lease administration lifecycle for a
portfolio of retail locations. Ensure lease data accuracy, compliance with
lease terms, timely rent and additional rent processing, and strong landlord
communication. Partner cross -functionally with Accounts Payable, Real
Estate/Dealmaking, Legal, and Facilities to resolve issues quickly and protect
the business.

Job Description:

• Lead
  and support a distributed Lease Admin/Legal support team: training,
  workload management, SOP updates, escalations, and inbox management (Lease
  Admin + ACH).
  
• Review
  and reconcile landlord statements and budgets (CAM/NNN); update expense
  ranges and lease system data after verification.
  
• Manage
  annual reconciliation processes: validate parcels/GLA/taxes, track
  disputes, and escalate unresolved issues appropriately.
  
• Abstract
  leases, amendments, renewals, financial data
  
• Oversee
  lease abstraction quality: confirm key dates, dollars, options, renewals,
  escalations, operating expenses, and critical terms; resolve discrepancies
  with landlords.
  
• Maintain
  lease records in the lease system (dates, schedules, options, expenses);
  audit portfolio data (square footage, payees/remittance, escalations) to
  reduce errors.
  
• Requires
  continuous communication and follow up with landlord regarding any rental
  & lease obligations
  
• Calculate
  and confirm base rent, additional rent, escrows, credits, abatements, TI
  credits, reimbursements, and security deposit credits per lease terms.
  
• Partner
  with Accounts Payable to submit payment requests, resolve
  exceptions/returned payments, and ensure accurate payee/ACH setup.
  
• Serve
  as a primary landlord contact for remittance changes, payment timing,
  documentation requirements, and issue resolution.
  
• Track
  defaults, negotiate/coordinate late -fee waiver requests when appropriate,
  and maintain accurate ledgers and case documentation.
  
• Manage
  mail/document routing (statements, COIs, legal notices, utilities, etc.)
  to ensure timely handling and recordkeeping.
  
• Support
  vacates track deadlines, issue vacate notices, confirm receipt, and update
  closure dates in the system.
  

Requirements

Qualifications:

• 3 -5
  years lease administration experience
  
• Proven
  experience in retail/commercial lease administration (portfolio
  environment preferred).
  
• Strong
  knowledge of rent schedules, escalations, CAM/NNN, statement review, and
  annual reconciliations.
  
• High
  attention to detail, strong follow -through, and ability to manage
  competing priorities.
  
• Clear,
  professional communication skills with landlords and internal
  stakeholders.
  
• Comfort
  working with finance/AP processes and resolving payment exceptions.
  
• Experience
  with Leasing software, Great Plains, and AP ticketing/case workflows.
  
• Strong
  Excel/Sheets skills for tracking, reconciliation, and reporting.