Lease Administrator

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 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. #J-18808-Ljbffr