Lease Administrator

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.

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.