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Retail Lease Administrator

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Lease Administrator

In coordination with the VP Legal and Real Estate, this position will be accountable for the administration of the lease portfolio. The Lease Administrator will collaborate with Real Estate, Construction, Retail, Legal and Finance business teams to accurately and timely manage each regional business’s lease portfolio and shall work closely with VP Legal and Real Estate on special projects while assisting the legal department to meet its annual goals. This position reports directly to the VP Legal and Real Estate.

Primary Responsibilities
• Direct and coordinate all day-to-day management and oversight of each regional businesses’ lease portfolio
o Supervise new store lease review and set-up
o Review and approve monthly rent and additional billings from Landlord
o Coordinate with Finance to ensure proper recording of all lease-related transactions
o Reconciliation of monthly payments and expenses
o Process utility bills and other regular charges
o Recover construction allowances and security deposits
o Coordinate lease related insurance requirements
o Primary interface between the property managers, attorneys and external companies that provide services to leased facilities
o Initiate resolution of Landlord/Tenant issues related to Lease compliance

• Manages and administers lease administration software and maintain integrity of the database
• Supervision and oversight of lease abstractions by outside consultants
• Perform financial reviews/audit on owned and leased properties
• Liaison with Finance and Accounts Payable business departments to ensure property and timely payments and negotiate reimbursement from landlords
• Produce financial and other real estate related reports in support of the business needs of each regional businesses’ Real Estate, Construction, Retail, Legal and Finance business units
• Maintain a thorough knowledge of the Lease provisions
• Interact with landlords and act as the liaison between the Company and its landlords regarding all matters concerning the lease
• Manage lease related critical dates. (expirations, renewal options, kick outs)
• Build appropriate relationships with general contractors as needed and necessary in connection with new construction and to recover construction allowances
• Prepare amendments, letter agreements, waivers, estoppels, storage, renewal and other lease related agreements and correspondence
• Manage and resolve legal notices and work closely with VP Legal and Real Estate toward final resolution
• Assist with various projects as required
• Notary duties
• Develop training and procedural manuals, as required.
• Establish and maintain an orderly filing system and lease accounting files
• Perform administrative duties such as filing, scanning, and overnight mail

Competencies:
• Communication
• Planning & Organization
• Collaborative
• Analysis and judgment
• Commitment
• Reading Comprehension
• Adaptability

Job Qualifications
• 5 to 8 years administration experience in lease analysis in a retail environment
• Strong working knowledge of legal terminology
• Ability to interpret lease clauses
• Ability to lead and supervise
• Ability to work independently and manage multiple projects with time sensitive deadlines
• Proficiency at MS Word, Excel, PowerPoint and lease administration software
• Excellent organizational skills
• Detail oriented
• Strong interpersonal, written and verbal communication skills
• BA degree or equivalent Lease administration experience in a retail environment.

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