Reconciliation Specialist

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 Reconciliation Specialist is responsible for the preliminary review of supporting documentation for common area maintenance, real estate tax, and insurance expenses across a portfolio of approximately 1,700 properties. The role supports the review of approximately $810 million in occupancy costs and more than 6,000 billed expenses each year, builds positive relationships with landlords, and helps ensure lease requirements are met accurately, on time, and within established budget parameters.

• Collect, review, and verify supporting documentation against lease requirements and prepare audit packets for Lease Analysts covering common area maintenance, insurance, real estate tax, landlord gross leasable area calculations, tenant rolls, and other required documentation.
• Maintain reconciliation tracking and monitoring tools, including spreadsheets and reports.
• Enter and update data related to common area maintenance, insurance, and real estate tax reconciliations.
• Assist with the preparation and requisition of payments for annual budgets that result in increases or decreases to monthly common area maintenance, insurance, and real estate tax payments, in accordance with lease requirements.
• Respond to landlord inquiries regarding reconciliation audits, payments due, and credits taken.
• Proactively contact and follow up with landlords to obtain required triple-net (NNN) documentation.
• Research and prepare NNN information for estoppels and consent requests in connection with landlord refinancing or property sales.
• Assist with the annual recovery process by identifying locations with remedies outlined in the lease, preparing landlord correspondence, and following through to obtain outstanding items.

This position performs preliminary document review, data maintenance, payment preparation, landlord follow-up, and recovery support using established lease requirements and procedures. Matters requiring complex lease interpretation, formal audit conclusions, or resolution of escalated landlord disputes are referred to Lease Analysts or other appropriate partners.

• Associate’s degree or 2 years of relevant experience in lease administration, accounting, commercial real estate, reconciliation, accounts payable/receivable, or a related operational role.
• Prior experience reviewing financial documentation, reconciling expenses, or working with lease-related data preferred.

• Ability to review supporting documentation and apply lease requirements accurately.
• Strong attention to detail and commitment to data accuracy.
• Strong organizational, communication, and follow-up skills.
• Ability to handle large volumes of…