Lease Administrator

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The Lease Administrator is responsible for abstracting and monitoring leases, subleases, legal agreements and associated documents and serving as the administrator of the pdSite Link system. This role involves collaborative cross-function working relationships with Property Accounting, Finance, Lease Audit, Property Administration, Real Estate and Real Estate Law, Construction, and other external departmental stakeholders, as well as landlords, third party legal teams and third-party contractors.


• Manage the set-up of new leases, contracts, and other documents within the pdSite Link (proprietary Property Development data management system for Ross) by interpreting legal terminology and lease clauses. Responsible for ensuring co-tenancy information for new leases is accurate and up-to-date according to the lease; work with Lease Auditors to identify any occupancy violations and determine next steps for resolution.

• Responsible for identifying ongoing third party audits of pdSite Link system required to ensure lease information is accurate and updated based on Ross leases. This key information is used to determine rent to be paid by Ross.

• Ensure that all critical dates and financial data in pdSite Link system is accurate and up to date. Track and monitor all Ross and landlord lease obligations to ensure such obligations are performed well before deadlines set forth in the lease.

• Responsible for data integrity of lease information in pdSite Link by analyzing, and validating Leases, Sub-leases, Master/Ground Leases, Amendments, Letter Agreements, and Waivers.

• Accurately process legal notices.

• Calculate rent payments due to Ross in pdSite Link. Work with Lease Auditors and Property Accounting on a daily basis to process any rent adjustments as needed.

• Determine if percentage rent is required and calculate breakpoints.

• Creates and updates modules and templates as needed from the data found in lease documents

• Identify document discrepancies; trouble shoot and recommend next steps for resolution; interact with landlords on document discrepancies and resolve or escalate.

• Obtain legal documents as required from Landlords and Legal.

• Complete renewal option notices for review and approval by the Real Estate Committee.

• Review and respond to landlord lease termination and default notices. Prepare lease termination packages and reports for internal review and approval.

• Research and respond to lease related questions from Property Accounting, Real Estate Deal Makers, Real Estate Law attorneys and Senior Management, in addition to working with Lease Auditors to resolve issues and answer inquiries

• Process landlord and ownership changes, legal notice contact and payment remittance address changes. Track and monitor such changes for Monthly Recur Rent payment process reporting.

• Prepare reports each month in collaboration with Lease Audit to prepare for Monthly Recur Rent payment processing. Accurately track month to month changes to rent payments.

• Timely respond to estoppel and waiver/consent agreement review requests.

• Perform other administrative duties as needed.


• Communicates Effectively

• Ensures Accountability & Execution

• Organizational Agility

• Manages Conflict

• Collaboration

• Business Acumen

• Leading by Example

• Plans, Aligns & Prioritizes


• Minimum of 3-5 years Lease Administration experience in retail environment.

• Bachelor's degree or equivalent Property Management experience in a retail environment.

• Must have an ability to understand legal terminology and interpret Lease clauses; and an ability to verbally discuss issues with Landlord agents.

• Accounting experience a plus.

• Ability to work independently.

• Must have excellent verbal and written skills

• Must have excellent organizational skills and be detail oriented.

• Must be multi-task oriented self-starter

• Strong PC skills a plus


Job requires ability to work in an office environment, primarily on a computer.
Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
Consistent timeliness and regular attendance.
Vision requirements: Ability to see information in print and/or electronically.
This role requires regular in-office presence, including to engage in in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback. However, this role can perform duties effectively using a combination of in-office and remote work.



This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management's discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.