Lease Administration Specialist – Reconciliation & Compliance

PetSmart • Phoenix, AZ

1d • Hybrid

About The Position

The Lease Administration Specialist – Reconciliation & Compliance supports the Lease Administration function through the execution of lease-related reconciliations and standardized lease compliance activities. The role is responsible for preparing and processing occupancy cost reconciliations for audit, maintaining accurate lease data, and supporting compliance processes in accordance with established procedures. This position partners closely with Lease Compliance team members to ensure accurate execution and continuity of core lease administration activities.

Requirements

• Associate’s degree required; Bachelor’s degree preferred.
• Strong attention to detail and accuracy.
• Ability to manage and prioritize multiple workstreams.
• Working knowledge of basic accounting concepts and lease administration practices.
• Strong organizational, communication, and follow-up skills.
• Ability to work effectively with internal partners and external stakeholders.
• Tango, SAP, Microsoft Excel; experience with USGN or similar real estate systems preferred.

Nice To Haves

• Prior experience in lease administration, accounting, real estate, or a related operational role preferred.

Responsibilities

• Collect, review, and organize supporting documentation for Common Area Maintenance (CAM), real estate taxes, insurance, and other occupancy-related charges.
• Prepare reconciliation and audit support packages, including landlord statements, tenant rolls, gross leasable area calculations, and related invoices.
• Maintain reconciliation tracking logs, reports, and spreadsheets to support accurate and timely processing.
• Process payment requests for routine adjustments to CAM, tax, and insurance billings resulting from annual budget adjustments, in accordance with established guidelines.
• Respond to landlord inquiries related to reconciliations, documentation requests, and billing adjustments, escalating issues as appropriate.
• Proactively reach out and follow-up with landlords for missing reconciliations and/or reconciliation back-up documentation which is needed.
• Research and prepare NNN information for landlord estoppel requests.
• Enter, maintain, and update lease data in lease administration systems, including rent terms, critical dates, and key financial provisions, in accordance with established standards.
• Perform data validation, completeness checks, and periodic reviews to support lease compliance and payment accuracy.
• Run standard variance and exception reports related to rent, CAM, tax, and insurance charges and compile supporting documentation.
• Assemble materials and provide support for internal audits, SOX compliance activities, and routine compliance reviews.
• Coordinate with internal teams to resolve routine compliance-related inquiries and provide cross-coverage support within the Lease Compliance function.
• Investigate and troubleshoot escalated payment processing issues; coordinate with internal teams and external partners to resolve inquires.

Benefits

• Pet-friendly environment, bring your pets to work and enjoy the on-site dog park!
• On-Site Events & Adoptions, enjoy community-building opportunities, including pet adoption days, seasonal celebrations, family events, art events, & holiday festivals
• “Top Dog” gym with equipment, fitness classes, massage therapists, personal trainers, and wellness spaces
• “Sit & Stay” Café serving fresh breakfast and lunch options, snacks, & more
• “Lil Paws” NAEYC-accredited onsite childcare facility providing high-quality early education
• Paid Volunteer Opportunities to spend time doing good for causes close to heart
• Print Center and Business Services, Dry Cleaning, Mother's Rooms, Sustainable Infrastructure & more

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees