OVERVIEW

We are seeking a highly organized and proactive Lease Administrator to manage the day-to-day administration of our retail lease portfolio. This role will serve as the key liaison between the Accounting, Legal, Real Estate and outside Property Managers to ensure all lease documents are accurately maintained, payments are made, and lease terms are enforced.

RESPONSIBILITIES  

• Manage internal communications on lease executions and timing.
• Administer and manage lease agreements for store locations, ensuring compliance with terms and conditions.
• Oversee the preparation, tracking, and execution of leases, renewals, amendments, and terminations. Review lease abstracts for accuracy for all executed lease documents. Maintain a comprehensive lease database and ensure all documents are up-to-date and accessible.
• Monitor critical lease dates (e.g., renewal, rent escalations) and proactively address upcoming deadlines to ensure timely actions.
• Liaise with abstract team and accounting teams to continuously update and maintain the lease database 
• Collaborate with the Real Estate and Legal teams to ensure leases are negotiated and executed efficiently as the company expands its footprint. Support the coordination of site selection, lease negotiations, and store openings, ensuring alignment with the company's growth strategy.
• Assist in the review and analysis of lease terms and conditions in accordance with local laws and regulations.:
• Review rent payment schedules and manage the accuracy of financial obligations under lease agreements in coordination with accounting teams.
• Assist with budgeting and forecasting for lease-related expenses in collaboration with the finance and operations teams.
• Coordinate with accounting to ensure timely and accurate lease payment processing.
• Review and approve new real estate charges, increases in reoccurring charges and annual reconciliations to ensure alignment with financial obligations under lease agreements.
• Work closely with the tax consultants and internal tax team on business rate adjustments as necessary
• Maintain accurate and complete lease files for all properties, including any amendments, extensions, and addendums.
• Ensure all leases comply with local, regional, and regulations, as well as company policies.
• Liaise with legal counsel and Landlords to address any lease disputes or legal issues that arise.
• Partner with internal departments (Real Estate, Legal, Finance, Operations, and Construction) to ensure a seamless lease administration process and support store openings and relocations.
• Provide lease summaries and reports to senior management to support strategic decision-making and expansion planning.
• Generate and present regular reports on lease status, key dates, and financial obligations for stores.
• Assist with lease audits, identifying discrepancies or potential risks and working to resolve them.
• Coordinate with insurance company to produce compliant COIs and share with Landlords
• Manage annual renewals of COIs
• Update annual COI database
• Manage any outsourced or in house lease administration teams, ensuring compliance and best practices
• Strong understanding of managing outsourced processes and systems

Qualifications

• Minimum of 3 years of experience in facilities management, preferably within the retail sector
• Strong communication skills (both email and verbal)
• Experienced in working in a fast-paced environment.
• Strong organizational skills
• Attention to detail
• Proactive, positive and professional nature
• Ability to perform tasks with discretion and poise and often confidentiality
• Self-motivated
• Strong analytical and problem-solving skills to resolve issues quickly and effectively.
• Proficiency in computer applications, including Microsoft word, Excel, Service Channel
• Strong knowledge of building systems, maintenance practices, and safety regulations.

The base salary range for this position is $100,000-$130,000 per year, which represents the current range for the base salary for this exempt position. Please note that actual salaries will vary based on factors including but not limited to location, experience, and performance. As such, on occasion and when applicable, there is the possibility that the final, agreed-upon base salary may be outside of the upper end of the range. Please also note the range listed is just one component of the company’s total rewards package for exempt employees. Other rewards may include long term incentives, a PTO policy, and many other progressive benefits.

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