Lease Administration Specialist – Reconciliation & Compliance

About the Team

Our Real Estate team takes on the task of finding and managing over 1,600 stores, DCs, and offices. Their scope is pretty big, as we are a multi‑national retailer with over 1,600 leased stores, offices, and distribution centers in the US, Canada, Puerto Rico, and Hong Kong. The team also supports new store growth through market analysis and research with the industry’s best data resources and analytical tools.

In addition to supporting the stores, we work directly with the Real Estate Legal, Facilities, New Store Construction, and Finance teams.

Collaborative Work Environment:
At Pet Smart, teamwork and connection are core to how we thrive. This role is based at our Phoenix Home Office, with an expectation of working a minimum of four days in the office each week. In a standard work week, associates may work up to one remote “flex day” (with leader approval). Our hybrid approach is designed to foster strong collaboration while also supporting flexibility and individual success.

The Lease Administration Specialist – Reconciliation & Compliance supports the Lease Administration function through the execution of lease‑related reconciliations and standardized lease compliance activities. The role is responsible for preparing and processing occupancy cost reconciliations for audit, maintaining accurate lease data, and supporting compliance processes in accordance with established procedures. This position partners closely with Lease Compliance team members to ensure accurate execution and continuity of core lease administration activities.

• Collect, review, and organize supporting documentation for Common Area Maintenance (CAM), real estate taxes, insurance, and other occupancy‑related charges.
• Prepare reconciliation and audit support packages, including landlord statements, tenant rolls, gross leasable area calculations, and related invoices.
• Maintain reconciliation tracking logs, reports, and spreadsheets to support accurate and timely processing.
• Process payment requests for routine adjustments to CAM, tax, and insurance billings resulting from annual budget adjustments, in accordance with established guidelines.
• Respond to landlord inquiries related to reconciliations, documentation requests, and billing adjustments, escalating issues as appropriate.
• Proactively reach out and follow‑up with landlords for missing reconciliations and/or reconciliation back‑up documentation which is needed.
• Research and prepare NNN information for landlord estoppel requests.

• Enter, maintain, and update lease data in lease administration systems, including rent terms, critical dates, and key financial provisions, in accordance with established standards.
• Perform data validation, completeness checks, and periodic reviews to support lease compliance and payment accuracy.
• Run standard variance and exception reports related to rent, CAM, tax, and insurance charges and compile supporting documentation.
• Assemble materials and provide support for internal audits, SOX compliance activities, and routine compliance reviews.
• Coordinate with internal teams to resolve routine compliance‑related inquiries and provide cross‑coverage support within the Lease Compliance function.
• Investigate and troubleshoot escalated payment processing issues; coordinate with internal teams and external partners to resolve inquiries.

None.

• Associate’s degree required;
  Bachelor’s degree preferred.
• Prior experience in lease administration, accounting, real estate, or a related operational role preferred.

• Strong attention to detail and accuracy.
• Ability to manage and prioritize multiple work streams.
• Working knowledge of basic accounting concepts and lease administration practices.
• Strong organizational, communication, and follow‑up skills.
• Ability to work effectively with internal partners and external stakeholders.

Tango, SAP, Microsoft Excel; experience with USGN or similar real estate systems preferred.

None.

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