Lease Administrator

Job Summary

The Lease Administrator is responsible for the day-to-day administration of a 170+ location portfolio spanning the United States and Canada. This role serves as the operational backbone of the company’s real estate function—ensuring lease integrity, portfolio accuracy, and proactive management of critical dates, terms, and obligations across all sites.

Job Responsibilities

• Portfolio & Lease Administration: Manage the end-to-end administration of a 170+ location retail/outlet and office portfolio across the US and Canada, maintaining accuracy and integrity across all records. Read, identify, and abstract key clauses from leases, amendments, extensions, and license agreements; ensure all legal documents are input accurately and on time into CoStar Real Estate Manager and local files. Conduct monthly audits of rents, key dates, and lease updates; proactively flag critical deadlines including options, expirations, and rent escalations. Leverage AI-powered tools and automation where applicable to streamline data entry, exception reporting, and date-tracking workflows.

• Document Management & Workflow: Serve as a key liaison between internal departments (Legal, Finance, Construction, Operations) and external partners (attorneys, landlords, brokers), coordinating document reviews and approvals as needed. Manage the timely processing and distribution of fully executed lease documents, amendments, and related agreements. Support pro forma budget requests (ROIs) by compiling and providing accurate data from internal partners. Process invoices and provide rent payment information to Finance/Accounting teams with accuracy and on schedule, interpreting lease clauses for rent, percentage rent, and other payments. Compile and assemble materials for Real Estate Committee Meetings (RECM) in support of the Senior Real Estate Manager.

• Reporting & Data Integrity: Generate and maintain accurate reports for internal and external partners covering key dates, rent schedules, and lease clause tracking. Monitor and report on lease clauses with financial or operational impact, including early termination (kick-out) rights, cost-savings opportunities, and required remodel obligations. Reconcile the monthly rent roll and support accurate, timely payment processing. Utilize reporting tools and dashboards— including AI-assisted analytics where available— to surface portfolio insights and support informed real estate decision-making. Store Development, Renovations & Closures: Support new store openings, renovations, and closures by providing the Construction Team with critical lease dates, Tenant Coordinator contacts, and Tenant Handbooks. Support the Tenant Allowance process: tracking negotiated amounts, coordinating closeout requirements with the Construction Project Manager, and preparing complete packages for submission to landlords.

• Compliance & Risk Management: Manage Certificate of Insurance (COI) requests, ensuring landlord and vendor requirements are met and records are current. Support compliance with lease obligations across the portfolio, escalating risks or discrepancies to the Senior Real Estate Manager as identified. Support external storage administration, including invoice processing and status tracking throughout the storage lifecycle.

• All other duties or projects as assigned.

Key Performance Indicators (KPIs)

• Database Accuracy & Timeliness: All lease documents, legal agreements, and portfolio updates are entered into CoStar Real Estate Manager and local files accurately and within established turnaround timeframes.

• Lease Abstraction Turnaround: Lease abstracts are completed accurately and within established timeframes following execution.

• Monthly Audit Compliance: Rents, key dates, and lease updates are audited on a monthly cadence with zero missed critical deadlines across the portfolio.

• Stakeholder Responsiveness: Internal requests for lease data, reports, and rent payment information are fulfilled accurately and within agreed response windows.

• Compliance Currency: COIs and lease-obligation records are maintained current, with discrepancies escalated promptly.

• Real Estate Committee Support: Materials are compiled accurately and on time in support of each scheduled meeting.

Requirements

• Education: Bachelor’s degree required; Finance, Real Estate, or a related concentration a plus.

• Experience & Skills: 3–5 years’ experience in lease administration within Retail/Commercial Real Estate. Technical Proficiency: Advanced working knowledge of Microsoft Office Suite (Excel, PowerPoint, Word); experience with lease administration platforms, with CoStar Real Estate Manager or Lease Harbor strongly preferred. Lease Abstraction: Demonstrated ability to read, interpret, and abstract legal and financial clauses from lease documents with precision. AI & Emerging Tools Fluency: Comfortable adopting and working alongside AI-powered tools and automation to improve workflow efficiency, reporting accuracy, and portfolio insights. Numerical & Analytical Acumen: Strong proficiency with numbers, rent roll reconciliation, deal economics, and data interpretation; ability to translate figures into clear, actionable reporting. Communication Excellence: Exceptional written and verbal communication skills; able to present lease and portfolio information clearly to internal and external audiences. Organizational Rigor: Highly organized with meticulous attention to detail; able to manage a high volume of documents, deadlines, and data points across a large portfolio without compromising accuracy. Project Ownership: Proven ability to take initiatives from start to finish with minimal direction; self-motivated, accountable, and solutions-oriented. Deadline & Pressure Management: Thrives in a fast-paced, deadline-driven environment; skilled at prioritizing competing demands while maintaining quality and confidentiality. Cross-Functional Collaboration: Proven ability to work effectively and independently while building strong relationships with landlords, brokers, attorneys, and internal teams across Legal, Finance, Construction, and Operations. Industry Awareness: Active interest in retail real estate market trends, lease structures, and industry developments; committed to continuous learning. Adaptability: Proactive, flexible, and team-oriented; willing to step in wherever needed and adjust priorities as business needs evolve.