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Retail Lease Administrator at Macy's, Long Island City, NY

Retail Lease Administrator at Macy's in Long Island City, NY. Est. up to $80k. Apply with swipeandhired.

Job Overview:

A Retail Lease Administrator is responsible for independently managing, auditing and maintaining all aspects of lease documentation, lease compliance, and lease administration for Bluemercury Store fleet. The individual will exercise sound judgment and decision-making authority independently, interpreting lease obligations, prioritizing critical dates, resolving lease administration matters, and determining when escalation is required. This role collaborates closely with the real estate director, legal teams, accounting, and landlords, while also operating with a high degree of autonomy to ensure lease agreements are properly executed, tracked, administered, and adhered to. Experience using lease management software is essential for managing lease terms, critical dates, reporting, and accurate lease administration processes.

Decision-Making Authority & Autonomy:

This role is expected to operate with significant independence in managing day-to-day lease administration matters, identifying and resolving lease related issues, prioritizing critical obligations, and making recommendations, after audit or analysis, that affect lease compliance, payment accuracy, reporting, and process improvement. The Retail Lease Administrator will be trusted to exercise sound business judgment, proactively surface risks, and determine when matters require escalation to real estate leadership, legal, or accounting.

Key Responsibilities:

Lease Management:

Independently oversee the execution, renewal, and termination administration of retail leases, exercising judgment and analysis while managing priorities, identifying risks, and determining appropriate next steps

Ensure that all lease agreements are accurately documented, updated, and maintained in the system.

Coordinate with and make recommendations for legal teams as needed while independently assessing lease requirements, compliance obligations, and routine administrative decisions.

Own and maintain the lease database, proactively managing records, critical dates, renewal requirements, and follow-up actions with minimal day-to-day supervision.

Lease Management System / Administration:

Utilize lease management software to track lease dates, rent schedules, and financial obligations.

Ensure that all data within lease management software is accurate and up to date, including rent escalations, options, and tenant improvement schedules.

Generate lease abstracts and reports for internal and external stakeholders.

Use lease management software tools to recommend and implement process improvements that streamline lease renewal, reporting, and compliance workflows.

Financial Tracking & Reporting:

Monitor and process lease payments and ensure timely invoicing.

Research, analyze, and resolve discrepancies between lease obligations and payments, determining the appropriate resolution path or escalation when needed.

Partner with accounting to validate rent calculations, adjustments, and invoices, with authority to question, research, and recommend corrections to ensure accuracy.

Assist in budgeting and forecasting related to leasing and property expenses including utility billing.

Landlord Relations:

Act as the point of contact for Landlords regarding lease questions and concerns.

Assist with Bluemercury move-ins and move-outs, ensuring compliance with lease terms.

Independently address routine lease-related issues and escalations in a timely and professional manner, using judgment to resolve matters or engage leadership, legal, or accounting support as appropriate.

Lease Compliance & Auditing:

Proactively monitor compliance with lease terms, including rent payment schedules, escalations, options, notices, and other critical milestones, and take independent action to prevent missed obligations.

Lead or support periodic lease audits, identifying compliance gaps, recommending corrective actions, and following through to resolution.

Stay informed of any changes in relevant real estate laws and regulations and ensure that leases are compliant with them.

Collaboration & Communication:

Work closely with the real estate director while independently managing lease administration activities and making informed recommendations to support timely execution and compliance with company policies.

Collaborate with legal teams to resolve any lease disputes or discrepancies.

Communicate effectively with Landlord teams including accounting team and property managers, as well as Bluemercury internal stakeholders (Bluemercury construction, Macy’s legal, Macy’s finance)

Ideal Qualifications / Job Requirements

3–5+ years of experience in retail lease administration, commercial real estate, property management, or a related lease administration function

Demonstrated experience independently managing a portfolio with minimal supervision

Proficiency with lease management software (such as Visual Lease, CoStar Real Estate Manager, Lucernex, Lease Harbor, or similar platforms) and advanced Microsoft Excel skills

Experience supporting lease accounting processes and collaborating with finance and accounting teams on rent payments, reconciliations, budgeting, and forecasting

Excellent organizational and project management skills with the ability to manage multiple priorities, deadlines, and critical dates simultaneously

Strong analytical and problem-solving skills with demonstrated ability to research discrepancies, identify root causes, and recommend appropriate resolutions

Excellent written and verbal communication skills

High level of attention to detail and commitment to maintaining accurate lease records and documentation

Experience working with cross-functional teams in a large corporate retail organization is preferred

This job description is not all inclusive. Bluemercury, Inc. reserves the right to amend this job description at any time. Bluemercury, Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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