Retail Lease Administrator

Macy's•Long Island City, NY

About The Position

The Retail Lease Administrator independently manages, audits, and maintains lease documentation, compliance, and administration for Bluemercury’s store fleet. The role exercises sound judgment and significant autonomy in interpreting lease obligations, prioritizing critical dates, resolving routine lease administration matters, identifying risks, and determining when escalation to real estate leadership, legal, or accounting is needed. It works closely with the real estate director, legal teams, accounting, landlords, and internal stakeholders to ensure agreements are executed, tracked, administered, and followed. Experience with lease management software is essential for managing lease terms, critical dates, reporting, and accurate administration.

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 the ability to manage multiple priorities, deadlines, and critical dates simultaneously.
Strong analytical and problem-solving skills, including researching discrepancies, identifying root causes, and recommending appropriate 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 the administration of retail lease execution, renewals, and terminations; assess priorities and risks and determine appropriate next steps.
Document, update, and maintain lease agreements and independently manage the lease database, records, critical dates, renewal requirements, and follow-up actions.
Assess lease requirements and compliance obligations, coordinate with legal teams, and make recommendations as needed.
Use lease management software to track lease dates, rent schedules, and financial obligations, and maintain accurate data on rent escalations, options, and tenant improvement schedules.
Generate lease abstracts and reports for internal and external stakeholders, and recommend and implement improvements to lease renewal, reporting, and compliance workflows.
Monitor and process lease payments, ensure timely invoicing, and investigate and resolve discrepancies between lease obligations and payments, escalating when appropriate.
Partner with accounting to validate rent calculations, adjustments, and invoices; research issues and recommend corrections.
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.
Proactively monitor lease obligations, including payment schedules, escalations, options, notices, and other critical milestones, and take 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 relevant real estate law and regulatory changes and help ensure leases comply with them.
Work with the real estate director while independently managing lease administration and making recommendations that support timely execution and company policy compliance.
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.