Lease Administrator

About L'Occitane en Provence

Founded in 1976, L’Occitane en Provence captures the essence of nature's richness and sunshine through sustainable, high-quality, sensory experiences inspired by Haute Provencal flora. Our company culture thrives on trust, curiosity, excellence, and making a meaningful impact on both people and the planet.

Job Overview

The Lease Administrator will oversee the management of a complex real estate portfolio of over 170 locations across the United States and Canada. Reporting to the Senior Real Estate Manager, this role is crucial for maintaining lease accuracy, managing deadlines and obligations, and supporting cross-department collaboration.

Key Responsibilities

• Manage the end-to-end administration of retail, outlet, and office leases ensuring data integrity over 170+ locations.
• Thoroughly read and abstract essential clauses from leases, amendments, extensions, and licenses, ensuring timely and accurate data input into CoStar Real Estate Manager and local files.
• Conduct monthly audits for rents, key lease dates, and updates, promptly identifying important deadlines related to options, expirations, and rent changes.
• Implement AI and automation tools to streamline lease data entry, reporting, and tracking processes.
• Act as liaison coordinating document reviews and approvals between internal teams (Legal, Finance, Construction, Operations) and external partners like landlords, brokers, and attorneys.
• Ensure timely processing and distribution of executed lease documents and contract amendments.
• Assist with budget requests by compiling accurate data from stakeholders.
• Process invoices and relay rent payment details to Finance accurately and on schedule, interpreting lease payment clauses.
• Prepare materials for Real Estate Committee Meetings in support of senior management.
• Generate and maintain detailed reports tracking critical lease information, financial obligations, and operational impacts.
• Support payroll reconciliation and verify timely rent roll processing.
• Provide leasing support for new store openings, renovations, and closures by sharing critical lease information and documentation with the Construction Team.
• Coordinate tenant allowance tracking and package submissions to landlords.
• Manage insurance certificate requests, ensuring compliance with vendor and landlord needs.
• Monitor lease compliance and escalate risks or discrepancies as necessary.
• Manage external storage invoicing and status updates.
• Undertake additional projects and responsibilities as assigned.

Performance Indicators

• Maintain precise and timely updates in lease management systems and documents.
• Complete lease abstracting accurately within designated time frames.
• Adhere strictly to monthly audits without missing critical lease deadlines.
• Respond promptly and precisely to internal lease-related data and report requests.
• Keep insurance and compliance records current, addressing discrepancies immediately.
• Deliver accurate and timely materials for Real Estate Committee meetings.

Qualifications

• Bachelor’s degree required; majors in Finance, Real Estate, or a related discipline preferred.
• At least 3 to 5 years of lease administration experience in Retail or Commercial Real Estate.
• Advanced proficiency with Microsoft Office and experience with lease management platforms such as CoStar Real Estate Manager or Lease Harbor.
• Strong ability to interpret, abstract, and manage complex legal and financial lease details.
• Familiarity and comfort using AI-based tools to enhance efficiency and data accuracy.
• Excellent skills in numerical analysis, rent reconciliation, and translating data into actionable reports.
• Clear and effective communication skills for collaborative work with stakeholders and external parties.
• High level of organizational skill, able to manage extensive documentation and deadlines effectively.
• Proactive and accountable work ethic with the ability to complete projects with minimal supervision.
• Capable of handling multiple priorities in a fast-paced environment while maintaining confidentiality.
• Strong team player with proven experience collaborating across multiple departments and external partners.
• Ongoing interest in retail real estate trends and a commitment to continuous professional development.
• Flexibility to adapt to dynamic business needs and willingly assume varied tasks as required.

What We Provide

• Comprehensive benefits package.
• Annual discretionary corporate bonus.
• Competitive paid parental leave.
• Employee discounts on L’Occitane en Provence products.

Compensation

This role offers a salary range between $70,000 and $75,000 annually, with exact pay depending on experience, skills, and location. It also includes eligibility for a competitive bonus program.

Diversity and Inclusion

We embrace diversity and ensure equal employment opportunities, fostering an inclusive environment where all individuals feel valued and supported. We encourage applicants from all backgrounds, regardless of gender, age, sexual orientation, ethnicity, religion, ability, or other diversity dimensions. Employment is contingent on successful background checks and reference verifications.

Application Advice

Candidates who meet most but not all listed qualifications are encouraged to apply if they believe they are a good fit.