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About the Role

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. The ideal candidate brings a detail-oriented approach to lease abstraction, document management, and cross-functional reporting, and is comfortable working with enterprise real estate platforms and leveraging emerging technologies.

Responsibilities

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
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
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
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
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

Requirements

3–5 years’ experience in lease administration within Retail/Commercial Real Estate.
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
Demonstrated ability to read, interpret, and abstract legal and financial clauses from lease documents with precision
Comfortable adopting and working alongside AI-powered tools and automation to improve workflow efficiency, reporting accuracy, and portfolio insights
Strong proficiency with numbers, rent roll reconciliation, deal economics, and data interpretation; ability to translate figures into clear, actionable reporting
Exceptional written and verbal communication skills; able to present lease and portfolio information clearly to internal and external audiences
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
Proven ability to take initiatives from start to finish with minimal direction; self-motivated, accountable, and solutions-oriented
Thrives in a fast-paced, deadline-driven environment; skilled at prioritizing competing demands while maintaining quality and confidentiality
Proven ability to work effectively and independently while building strong relationships with landlords, brokers, attorneys, and internal teams across Legal, Finance, Construction, and Operations
Active interest in retail real estate market trends, lease structures, and industry developments; committed to continuous learning
Proactive, flexible, and team-oriented; willing to step in wherever needed and adjust priorities as business needs evolve

Skills

Lease Administration
CoStar Real Estate Manager
Lease Harbor
Microsoft Office Suite (Excel, PowerPoint, Word)
AI & Emerging Tools
Numerical & Analytical Acumen
Communication Excellence
Organizational Rigor
Project Ownership
Deadline & Pressure Management
Cross-Functional Collaboration
Industry Awareness
Adaptability

Location

United States
Canada

Work Type

Full-time

Experience Level

3-5 years

Education Level

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

Salary/Compensations

$70,000 - $75,000

Benefits

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

About the Company

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.
L'Occitane en Provence offers a competitive compensation package and a comprehensive benefits package.
We seek positive-minded individuals who embody our core behaviors — Trust, Curiosity, Excellence, Impact — and who share our commitment to sustainability.

Equal Opportunity

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 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.