Lease Administrator

Lease Administrator

Company Overview

We are a growing specialty retail organization based in Columbus, Ohio, focused on delivering exceptional customer experiences while building strong, high-performing teams. As a small-to-mid-sized business, we operate with agility and a hands-on leadership approach, creating opportunities for meaningful impact and professional growth.

We are seeking an experienced

Lease Administrator, to manage and elevate our lease administration function during an exciting phase of growth and operational expansion.

Position Overview

The Lease Administrator will serve as the lease administration lead for retail in North America, managing the store lease portfolio including lease abstraction, critical dates, rent and CAM payments, reconciliations, and landlord relationships. Reporting to the Manager, Operations, this is a hands-on role focused on accuracy and execution. The ideal candidate is comfortable interpreting lease language, building scalable processes, and rolling up their sleeves to manage day-to-day lease inquiries and deadlines.

Key Responsibilities:

• Abstract and maintain accurate lease data, including rent, term, options, CAM, co-tenancy, kick-out, radius, and exclusive clauses, in the lease administration system
• Track and manage critical dates including renewals, option notices, expirations, and rent escalations. Proactively notify leadership of upcoming deadlines
• Process monthly rent, CAM, real estate tax, insurance, and percentage rent charges in partnership with Accounts Payable to ensure timely and accurate payments
• Review and audit annual CAM, real estate tax, and insurance reconciliations. Identify discrepancies and dispute overcharges with landlords
• Prepare and submit monthly and annual sales reports to landlords as required by lease terms
• Maintain an organized repository of leases, amendments, estoppels, SNDAs, certificates of insurance, and landlord correspondence
• Serve as the primary point of contact for landlords and property managers regarding lease inquiries, notices, and issues
• Partner with Facilities to clarify landlord and tenant repair and maintenance responsibilities
• Support Finance with lease accounting under ASC 842, month-end accruals, occupancy cost reporting, and budgeting
• Support new store openings, relocations, renewals, and closures, including lease document review and date tracking
• Monitor compliance with lease requirements such as operating hours, signage, use clauses, and insurance
• Prepare portfolio reporting including occupancy costs, lease expirations, and occupancy cost as a percentage of sales
• Develop and improve lease administration processes, procedures, and controls

Qualifications

• Associate’s or Bachelor’s degree in Business, Finance, Accounting, Real Estate, or a related field is preferred
• 3+ years of lease administration experience, preferably in multi-unit retail
• Strong understanding of commercial retail lease terms, CAM, and percentage rent
• Experience with lease administration software such as Visual Lease, CoStar Real Estate Manager, LeaseQuery, MRI, or similar
• Advanced proficiency in Microsoft Excel and Microsoft Office Suite
• Working knowledge of ASC 842 lease accounting is a plus
• Strong analytical skills and numerical accuracy
• Demonstrated ability to operate independently in a lean environment
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• High level of integrity and discretion

Qualifications

• Associate’s or Bachelor’s degree in Business, Finance, Accounting, Real Estate, or a related field is preferred
• 3+ years of lease administration experience, preferably in multi-unit retail
• Strong understanding of commercial retail lease terms, CAM, and percentage rent
• Experience with lease administration software such as Visual Lease, CoStar Real Estate Manager, LeaseQuery, MRI, or similar
• Advanced proficiency in Microsoft Excel and Microsoft Office Suite