Real Estate Lead Full Time NEW

We are a fashion-lifestyle brand of big dreams, colorful confidence, and inspired design. Founded on Family, Fashion and Philanthropy, we believe that our employees and customers are the heart and soul of our brand, and that giving back is the truest form of success. Fashion meets innovation in the design of our two state-of-the-art facilities based in the heart of Austin, Texas, and overflows into the design of our growing retail environment across the country.   

Position Overview:

Reporting to our Director of Real Estate, the Lease Administrator is the operational engine of the real estate function. This role ensures accuracy, compliance and efficiency across our retail lease portfolio and serves as a key liaison between Retal Estate, Accounting, Legal and Operations to ensure lease documents are accurately maintained, payments are correct and lease terms are enforced. This position combines the need for a candidate that is highly-organized, hands-on and detail driven.

Responsibilities:

1. Rent, Sales & Financial Operations
   • Own the monthly rent payment process including: review and validate invoices, confirm rent commencement date, manage escrow adjustments and coordinate with accounting to ensure timely and accurate lease payment processing
   • Review and approve new real estate charges, increases in recurring (CAM, taxes, insurance, utilities) and annual reconciliations to ensure alignment with lease terms.
   • Manage monthly and annual sales reporting
   • Perform account reconciliations and statement analysis to identify and resolve discrepancies with Landlords
   • Lead annual year-end reconciliation review and lease audits
   • Process accounting functions relating to annual year-end reconciliations, accruals of unpaid invoices and allocation of prepaid expenses
2. Lease Records, Critical Dates & Compliance
   • Prepare and maintain accurate lease records, abstracts, rent schedules, escalation clauses and the portfolio rent roll within the lease administration software and support systems
   • Process estoppels, COI requests, SNDA requests and LL communications related to lease compliance; manage the Lease admin email inbox as the central intake point
   • Validate executed leases and amendments against approved terms and abstract lease terms into lease administration software
   • Track key lease dates, notices and compliance obligations and respond to critical lease-related notices, including commencement date agreements, renewals, estoppels, landlord notices and other related documents
3. Tenant Allowance, Vendors & Reporting
   • Oversee tenant allowance tracking end-to-end: review lease provisions, compile and submit required documentation to landlords, maintain TA tracker and follow-up to drive timely reimbursement
   • Manage Real Estate Vendor Invoicing
   • Work with Director of Real Estate to prepare and distribute recurring reports (monthly, quarterly and annual) on portfolio status, critical dates, TA status and lease compliance
4. Lease Lifecycle & Portfolio Changes
   • Open and close stores within the lease administration database (AMT); ensure lease records reflect current portfolio state
   • Manage rent commencement and delivery letters; coordination with Construction and Operations on store opening
   • Manage month-to-month tenancies and ensure proper documentation and rent processing
   • Support default resolution, process landlord default notices, track cure periods and coordination resolution with accounting and legal
5. Cross-Functional Partnership
   • Serve as primary point of contact for lease-related inquiries internally and externally
   • Draft lease correspondence and notices, addressing and resolving landlord/tenant issues
   • Maintain and organize legal and lease files for all retail locations
   • Manage incoming mail, processing and routing
   • Partner with Director of Real Estate to prepare Deal Approval Decks and materials for Real Estate Deal Approval Meetings
   • Track approvals and ensure alignment between approved terms and executed lease
   • Manage internal communications on lease executions and timing
     

Our Ideal Candidate Will Have:

• Bachelor degree in Business Administration, Real Estate, Accounting or Finance or equivalent professional experience
• Minimum of 3-5 years experience in lease administration, preferably in the retail, real estate or legal industry
• Demonstrated ability to interpret lease provisions (including rent structures, CAM, renewal options.)
• Proficient in lease management software (AMT) and MS Office Suit (Excel, Word, Powerpoint)
• Strong organization and multitasking abilities with attention to detail
• Excellent written and verbal communication
• Ability to work independently, prioritize effectively and take initiative in a fast-paced environment

We are an equal opportunity employer and value diversity at our company.