Retail Lease Administrator

bluemercury•New York, NY

2d•$81,120 - $135,120

About The Position

The Retail Lease Administrator independently manages, audits, and maintains lease documentation, compliance, and administration for Bluemercury’s store fleet. The role requires sound judgment and independent decision-making when interpreting lease obligations, prioritizing critical dates, resolving administrative matters, and determining when escalation is needed. The administrator works with the real estate director, legal teams, accounting, landlords, and internal stakeholders, while managing lease agreements and records with a high degree of autonomy. Experience with lease management software is essential for tracking terms, dates, reporting, and accurate administration. The role oversees lease execution, renewals, and terminations; maintains the lease database and lease management system; tracks financial obligations and payments; supports budgeting and forecasting; serves as a landlord contact; and monitors lease compliance. The administrator also supports audits, identifies and resolves discrepancies, recommends process improvements and corrective actions, and collaborates with internal and external partners to ensure timely execution and compliance.

Requirements

3–5+ years of experience in retail lease administration, commercial real estate, property management, or a related lease administration function.
Demonstrated experience independently managing a portfolio with minimal supervision.
Proficiency with lease management software, such as Visual Lease, CoStar Real Estate Manager, Lucernex, Lease Harbor, or similar platforms.
Advanced Microsoft Excel skills.
Experience supporting lease accounting processes and collaborating with finance and accounting teams on rent payments, reconciliations, budgeting, and forecasting.
Excellent organizational and project management skills, including managing multiple priorities, deadlines, and critical dates simultaneously.
Strong analytical and problem-solving skills, including researching discrepancies, identifying root causes, and recommending resolutions.
Excellent written and verbal communication skills.
High attention to detail and commitment to maintaining accurate lease records and documentation.

Nice To Haves

Experience working with cross-functional teams in a large corporate retail organization.

Responsibilities

Independently oversee administration of retail lease execution, renewals, and terminations; assess priorities and risks and determine appropriate next steps.
Ensure lease agreements are accurately documented, updated, and maintained in the system.
Assess lease requirements and compliance obligations, coordinate with legal teams, and make recommendations as needed.
Own and maintain the lease database, including records, critical dates, renewal requirements, and follow-up actions.
Use lease management software to track lease dates, rent schedules, and financial obligations.
Maintain accurate lease system data, including rent escalations, options, and tenant improvement schedules.
Generate lease abstracts and reports for internal and external stakeholders.
Recommend and implement process improvements to lease renewal, reporting, and compliance workflows.
Monitor and process lease payments and ensure timely invoicing.
Research, analyze, and resolve discrepancies between lease obligations and payments, determining resolution or escalation paths.
Partner with accounting to validate rent calculations, adjustments, and invoices; research and recommend corrections as needed.
Assist with budgeting and forecasting for leasing and property expenses, including utility billing.
Serve as a point of contact for landlords regarding lease questions and concerns.
Assist with Bluemercury move-ins and move-outs and ensure compliance with lease terms.
Resolve routine lease-related issues and handle escalations professionally, engaging leadership, legal, or accounting when appropriate.
Monitor compliance with rent schedules, escalations, options, notices, and other critical milestones, taking action to prevent missed obligations.
Lead or support periodic lease audits, identify compliance gaps, recommend corrective actions, and follow through to resolution.
Stay informed about changes in relevant real estate laws and regulations and ensure leases comply with them.
Work closely with the real estate director while independently managing lease administration and making informed recommendations.
Collaborate with legal teams to resolve lease disputes or discrepancies.
Communicate with landlord accounting teams and property managers, as well as Bluemercury construction and Macy’s legal and finance stakeholders.