Lease Administration Analyst

Analyst, Lease Administration

The Lease Administration Analyst is responsible for supporting the administration of the company's real estate portfolio through the accurate maintenance of lease records, management of critical lease data, and coordination of lease-related activities across multiple business functions. This role serves as a key resource for ensuring lease information is accurately documented, tracked, and communicated while supporting compliance with lease obligations, facilitating effective portfolio management.

The Lease Administration Analyst will partner closely with Asset Management, Real Estate, Legal, Operations, Facilities, Development, and Finance teams to manage the lease administration and renewal processes, monitor critical dates and deadlines, maintain lease management systems, and support the Asset Management team with ad-hoc tasks and analysis in support of portfolio management of over 1,000 company-operated cafes.  Success in this role requires strong analytical capabilities, exceptional attention to detail, effective communication skills, an understanding of retail leases, and the ability to manage multiple priorities within a complex real estate portfolio.

Key Responsibilities

• Prepare lease summaries, reports, portfolio reviews and other ad-hoc analyses to support the Asset Management team’s decision-making and portfolio management activities.
• Support the Asset Management team by maintaining and updating key tracking documents and templates, which includes a combination of lease, real estate, and financial components.
• Assist in the preparation of materials to obtain required approval for leases renewals and amendments, consisting of a combination of analytics, maps and other relative visual exhibits.
• Track and monitor critical lease dates, including rent commencement dates, renewal notice deadlines, expiration dates, termination rights, and other notice requirements and key lease milestones.  Support rent commencement processes and verify compliance with lease terms and conditions.
• Coordinate with the Legal and Lease Accounting teams to enter, update, and validate lease data, including new leases, amendments, renewals, assignments, terminations, and other portfolio changes.
• Serve as a central point of coordination for landlord communications, lease notices, approvals, and documentation.  Maintain and update current Landlord and Landlord contact information.
• Serve as a central point of communication for Facilities and Operations, for questions regarding lease terms, responsibilities and obligations.  As needed, research details within each lease to adequately answer these questions, and professionally and efficiently communicate the findings.
• Collaborate with Facilities, Operations, Real Estate, Legal, and Finance teams to facilitate lease administration activities related to openings, relocations, closures, and property surrender requirements.
• Coordinate with the Legal team to maintain accurate and complete lease records within lease administration and management systems.
• Coordinate and distribute lease-related notifications to internal stakeholders to ensure timely action on contractual obligations and deadlines.
• Monitor landlord obligations, lease contingencies, tenant improvement commitments, reimbursements, allowances, and other contractual requirements to support lease compliance.
• Assist with lease accounting processes by providing accurate lease data and supporting documentation to Finance and Accounting teams.
• Identify discrepancies, potential risks, or compliance issues within lease documentation and escalate concerns as appropriate.
• Recommend process improvements that enhance efficiency, accuracy, and compliance across lease administration functions.

Required Qualifications

• Bachelor's degree in Business Administration, Real Estate, Finance, Accounting, Legal Studies, or a related field, or equivalent combination of education and experience.
• 2-5 years of experience in lease administration, real estate operations, contract administration, accounting support, or a related field.
• Experience working with lease administration or real estate management systems.
• Strong understanding of lease documents, legal agreements, and contract administration principles.
• Proficiency in Microsoft Office Suite, particularly Excel.

Preferred Qualifications

• Experience supporting a multi-site or large-scale commercial real estate portfolio.
• Knowledge of retail leasing, financial analysis, and lease accounting preferred
• Experience with lease management platforms and real estate portfolio reporting tools.
• Professional certifications related to real estate, lease administration, or property management are a plus.

Knowledge, Skills, and Abilities

• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills with the ability to manage multiple deadlines.
• Analytical mindset with the ability to review and interpret lease documents and contractual requirements.
• Excellent verbal and written communication skills.
• Ability to effectively collaborate with cross-functional teams and external stakeholders.
• Strong problem-solving and critical-thinking skills.
• Ability to maintain confidentiality and handle sensitive information.
• High degree of accountability and ownership in managing portfolio data and lease administration activities.
• Proficiency in data management, reporting, and process documentation.

Competitive pay $76,078 - $91,293 annually.

The actual pay offered will be determined by multiple factors, including but not limited to the candidate’s relevant experience, job-related knowledge, skills, and geographical location. Individual compensation decisions are dependent upon the facts and circumstances of each position and candidate.

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