Lease Administrator

L'Occitane En Provence

New York, NY

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JOB DETAILS

JOB TYPE

Full-time

SKILLS

Accounting, Administrative Skills, Artificial Intelligence (AI), Auditing, Automation, Billing, Brokerage, Budgeting, Cadence, Calendar Management, Commercial Real Estate, Communication Skills, Construction, Construction Management, Construction Projects, Cost Control, Cross-Functional, Data Entry, Data Quality, Decision Support, Detail Oriented, Digital Certificates, Document Management, Documentation Review, Economics, Emerging Technology, Establish Priorities, Finance, Financial Operations, Insurance Documentation, Interpret Regulations, Leasing, Legal, Legal Documents, License Agreements, Maintain Compliance, Market Trend Analysis, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, New Store Openings, Numerical Analysis, Organizational Skills, Payment Processing, Performance Metrics, Presentation/Verbal Skills, Property Management, Quality Management, Real Estate, Reconciliation, Record Keeping, Regulatory Compliance, Remodeling, Rental Listings, Rentals, Reporting Dashboards, Retail, Retail Leasing, Risk Management, Sustainability, Systems Administration/Management, Team Player, Time Management, Writing Skills

LOCATION

New York, NY

POSTED

3 days ago

Born of a simple gesture in 1976, L’Occitane en Provence reveals the living power of flora, where the light of the sun meets the richness of the earth.
With advanced expertise, we turn these natural treasures into sensorial, efficient experiences, as sustainable as possible and profoundly inspired by Haute Provencal nature.
Our culture is built through everyday moments, how we behave, make decisions and show up for each other.
With Trust as our foundation, Curiosity as our compass, Excellence as our standard, we create lasting Impact
for the people around us and our planet.

Job Summary

The Lease Administrator is responsible for the day-to-day administration of a 170+ location portfolio spanning the United States and Canada. This role serves as the operational backbone of the company’s real estate function — ensuring lease integrity, portfolio accuracy, and proactive management of critical dates, terms, and obligations across all sites.

Reporting to the Senior Real Estate Manager, the ideal candidate brings a detail-oriented approach to lease abstraction, document management, and cross-functional reporting. They are equally comfortable working with enterprise real estate platforms — including CoStar Real Estate Manager — and leveraging emerging technologies to drive efficiency, surface insights, and support informed decision-making.

Strong communication skills, organizational discipline, and the ability to collaborate closely across Legal, Finance, and Operations teams are essential to success in this role.

Job Responsibilities

Portfolio & Lease Administration
- Manage the end-to-end administration of a 170+ location retail/outlet and office portfolio across the US and Canada, maintaining accuracy and integrity across all records
- Read, identify, and abstract key clauses from leases, amendments, extensions, and license agreements; ensure all legal documents are input accurately and on time into CoStar Real Estate Manager and local files
- Conduct monthly audits of rents, key dates, and lease updates; proactively flag critical deadlines including options, expirations, and rent escalations
- Leverage AI-powered tools and automation where applicable to streamline data entry, exception reporting, and date-tracking workflows
Document Management & Workflow
- Serve as a key liaison between internal departments (Legal, Finance, Construction, Operations) and external partners (attorneys, landlords, brokers), coordinating document reviews and approvals as needed
- Manage the timely processing and distribution of fully executed lease documents, amendments, and related agreements
- Support pro forma budget requests (ROIs) by compiling and providing accurate data from internal partners
- Process invoices and provide rent payment information to Finance/Accounting teams with accuracy and on schedule, interpreting lease clauses for rent, percentage rent, and other payments
- Compile and assemble materials for Real Estate Committee Meetings (RECM) in support of the Senior Real Estate Manager
Reporting & Data Integrity
- Generate and maintain accurate reports for internal and external partners covering key dates, rent schedules, and lease clause tracking
- Monitor and report on lease clauses with financial or operational impact, including early termination (kick-out) rights, cost-savings opportunities, and required remodel obligations
- Reconcile the monthly rent roll and support accurate, timely payment processing
- Utilize reporting tools and dashboards — including AI-assisted analytics where available — to surface portfolio insights and support informed real estate decision-making
Store Development, Renovations & Closures
- Support new store openings, renovations, and closures by providing the Construction Team with critical lease dates, Tenant Coordinator contacts, and Tenant Handbooks
- Support the Tenant Allowance process: tracking negotiated amounts, coordinating closeout requirements with the Construction Project Manager, and preparing complete packages for submission to landlords
Compliance & Risk Management
- Manage Certificate of Insurance (COI) requests, ensuring landlord and vendor requirements are met and records are current
- Support compliance with lease obligations across the portfolio, escalating risks or discrepancies to the Senior Real Estate Manager as identified
- Support external storage administration, including invoice processing and status tracking throughout the storage lifecycle
All other duties or projects as assigned

Key Performance Indicators (KPIs)

Database Accuracy & Timeliness — All lease documents, legal agreements, and portfolio updates are entered into CoStar Real Estate Manager and local files accurately and within established turnaround timeframes
Lease Abstraction Turnaround — Lease abstracts are completed accurately and within established timeframes following execution
Monthly Audit Compliance — Rents, key dates, and lease updates are audited on a monthly cadence with zero missed critical deadlines across the portfolio
Stakeholder Responsiveness — Internal requests for lease data, reports, and rent payment information are fulfilled accurately and within agreed response windows
Compliance Currency — COIs and lease-obligation records are maintained current, with discrepancies escalated promptly
Real Estate Committee Support — Materials are compiled accurately and on time in support of each scheduled meeting

Requirements

Education

Bachelor’s degree required; Finance, Real Estate, or a related concentration a plus.

Experience & Skills

3–5 years’ experience in lease administration within Retail/Commercial Real Estate.
Technical Proficiency — Advanced working knowledge of Microsoft Office Suite (Excel, PowerPoint, Word); experience with lease administration platforms, with CoStar Real Estate Manager or Lease Harbor strongly preferred
Lease Abstraction — Demonstrated ability to read, interpret, and abstract legal and financial clauses from lease documents with precision
AI & Emerging Tools Fluency — Comfortable adopting and working alongside AI-powered tools and automation to improve workflow efficiency, reporting accuracy, and portfolio insights
Numerical & Analytical Acumen — Strong proficiency with numbers, rent roll reconciliation, deal economics, and data interpretation; ability to translate figures into clear, actionable reporting
Communication Excellence — Exceptional written and verbal communication skills; able to present lease and portfolio information clearly to internal and external audiences
Organizational Rigor — Highly organized with meticulous attention to detail; able to manage a high volume of documents, deadlines, and data points across a large portfolio without compromising accuracy
Project Ownership — Proven ability to take initiatives from start to finish with minimal direction; self-motivated, accountable, and solutions-oriented
Deadline & Pressure Management — Thrives in a fast-paced, deadline-driven environment; skilled at prioritizing competing demands while maintaining quality and confidentiality
Cross-Functional Collaboration — Proven ability to work effectively and independently while building strong relationships with landlords, brokers, attorneys, and internal teams across Legal, Finance, Construction, and Operations
Industry Awareness — Active interest in retail real estate market trends, lease structures, and industry developments; committed to continuous learning
Adaptability — Proactive, flexible, and team-oriented; willing to step in wherever needed and adjust priorities as business needs evolve

What We Offer

Comprehensive benefits package
Annual discretionary corporate incentive bonus
Competitive paid parental leave
Generous employee discount to use on all your favorite L’Occitane en Provence product

The compensation for this role ranges from $70,000 - $75,000. Exact compensation will vary based on factors including but not limited to, experience, skills and geographic location. In addition to annual salary, this position is eligible for participation in a highly competitive bonus program.

L'Occitane en Provence offers a competitive compensation package and a comprehensive benefits package. L’Occitane en Provence is an equal opportunities employer. One way we act on this is by continuously fostering a more diverse and inclusive workplace and organizational culture. We are committed to building an environment that is free from discrimination and harassment, where everyone feels respected, valued, and able to grow. We seek positive-minded individuals who embody our core behaviors — Trust, Curiosity, Excellence, Impact — and who share our commitment to sustainability.

We welcome applications from people of all genders, ages, sexual orientations, ethnicities, background, religions, beliefs, ability statuses, and all other dimensions of diversity. Employment may be subject to verification of references and background check investigation.

If you believe your profile is a good match for this position, we invite you to apply even if you don’t fulfil every single listed qualification.

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