Lease Administrator

Overview

A retail-focused organization is seeking a highly organized and proactive Lease Administrator to manage the day-to-day administration of its retail lease portfolio. This role will act as the key liaison between Accounting, Legal, Real Estate, and external Property Managers to ensure all lease documents are accurately maintained, payments are processed, and lease terms are enforced.

Responsibilities

Lease Management

• Manage internal communications regarding lease executions and timing.
• Administer and manage lease agreements for store locations, ensuring compliance with terms and conditions.
• Oversee preparation, tracking, and execution of leases, renewals, amendments, and terminations.
• Review lease abstracts for accuracy and maintain a comprehensive lease database with up-to-date and accessible documents.
• Monitor critical lease dates such as renewals and rent escalations, proactively addressing upcoming deadlines.
• Collaborate with abstract and accounting teams to continuously update and maintain the lease database.

Expansion Support

• Work with Real Estate and Legal teams to ensure efficient negotiation and execution of leases during company expansion.
• Support site selection, lease negotiations, and store openings aligned with growth strategy.
• Assist in reviewing and analyzing lease terms and conditions in accordance with local laws and regulations.

Financial Oversight

• Review rent payment schedules and manage accuracy of financial obligations under lease agreements in coordination with accounting.
• Assist with budgeting and forecasting lease-related expenses alongside finance and operations teams.
• Coordinate with accounting to ensure timely and accurate lease payment processing.
• Review and approve new real estate charges, recurring charge increases, and annual reconciliations.
• Collaborate with tax consultants and internal tax teams on business rate adjustments as necessary.

Documentation and Compliance

• Maintain accurate and complete lease files for all properties, including amendments, extensions, and addendums.
• Ensure compliance with local, regional regulations and company policies.
• Liaise with legal counsel and landlords to address lease disputes or legal issues.

Cross-Functional Collaboration

• Partner with Real Estate, Legal, Finance, Operations, and Construction departments to ensure seamless lease administration and support store openings and relocations.
• Provide lease summaries and reports to senior management to support strategic decision-making and expansion planning.

Reporting & Analysis

• Generate and present regular reports on lease status, key dates, and financial obligations.
• Assist with lease audits, identifying discrepancies or potential risks and resolving them.

Insurance

• Coordinate with insurance providers to produce compliant Certificates of Insurance (COIs) and share with landlords.
• Manage annual renewals and update the COI database.

People Management

• Manage outsourced or in-house lease administration teams, ensuring compliance and best practices.
• Demonstrate strong understanding of managing outsourced processes and systems.

Qualifications

• Bachelor’s degree in Business Administration, Real Estate, Finance, or related field.
• Minimum 5 years of lease administration experience, preferably in retail, legal, or real estate sectors.
• International lease experience is required.
• Strong organizational and multitasking skills with keen attention to detail.
• Proficient in lease management software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Knowledge of international lease terms, laws, and best practices.
• Excellent communication and negotiation skills; ability to work effectively with cross-functional teams and external partners.
• Ability to work independently and manage competing priorities in a fast-paced environment.
• Strong problem-solving skills and proactive issue resolution.
• Proficient in accounting and legal principles.
• Prior management experience.
• Willingness to take on additional ad-hoc responsibilities as needed.

Compensation & Benefits

• Base salary range: $100,000 - $130,000 per year (exempt position).
• Actual salary may vary based on location, experience, and performance; final salary may exceed the stated range.
• Total rewards package may include performance bonuses, long-term incentives, paid time off, and other benefits.

Location

Not specified.