Lease Administrator

About The Job

This position is located at our Birmingham, AL Home Office.

As a Lease Administrator at Books-A-Million, you’ll be at the heart of managing our real estate portfolio. Your goal is to ensure the smooth operation of lease administration, driving efficiency and cost savings across our store locations. You’ll serve as a key liaison, connecting various internal teams (Asset Management, Finance, Legal, Operations, Construction) with external partners such as landlords and property managers.

With a keen eye for detail, you’ll make sure all lease agreements are executed correctly and that lease-related expenses are managed effectively, contributing to the long‑term success of our real estate strategy.

• Lease Oversight:
  Ensure leases are being executed in compliance with terms, and track key dates (renewals, expirations, terminations) to keep everything on schedule.
• Payment Accuracy:
  Maintain accurate records of rent payments and ensure timely, correct payments are made, following up on discrepancies as needed.
• Expense Control:
  Regularly review CAM, taxes, insurance, and utility charges to control occupancy costs and ensure accurate billing.

• Cross‑Department Coordination:
  Act as the key link between internal teams (Legal, Operations, Finance, and more) and external parties, ensuring clear, seamless communication.
• Issue Resolution:
  Address tenant issues and leasing discrepancies, coordinating with legal and finance teams to interpret lease terms and resolve any billing concerns.
• Property and Space Management:
  Oversee critical milestones such as rent commencements, lease terminations, and space delivery—ensuring all are on track and well‑documented.

• Process Management:
  Help to standardize lease administration procedures and ensure they align with company policies and real estate strategy.
• Strategic Insights:
  Collaborate with the real estate team to provide actionable insights related to lease terms, helping to inform business decisions and long‑term planning.
• Estoppel Requests:
  Prepare and review estoppel certificates as needed to support lease negotiations and updates.

• File Maintenance:
  Organize and maintain lease documentation, ensuring it’s up to date, accurate, and easily accessible for all stakeholders.
• Sales Reports:
  Process and provide sales reports to landlords upon request, ensuring that reporting is accurate and timely.

• Real Estate
  
  Experience:
  
  3‑5 years of experience in commercial real estate lease administration, property management, or a related field.
• Technical
  
  Skills:
  
  Proficient in Microsoft Excel and capable of using Lease Administration software and systems to manage lease data effectively.
• Analytical Thinker:
  Strong analytical skills to interpret complex lease agreements and financial documents.
• Communication & People
  
  Skills:
  
  Excellent written and verbal communication skills, with the ability to work cross‑functionally and engage with internal and external stakeholders.
• Organized & Detail‑Oriented:
  Ability to maintain organized records and track multiple deadlines with accuracy.

• Competitive Compensation:
  We offer competitive pay and performance‑based incentives.
• Health & Wellness:
  Medical, dental, and vision insurance to keep you healthy.
• Paid Time Off (PTO):
  Enjoy generous PTO and paid holidays.
• Employee Discounts:
  Get discounts on books and other products across our stores.
• Retirement Savings:
  Build your future with our 401(k) plan and company contributions.

Books‑A‑Million is an equal opportunity employer committed to fostering a diverse, inclusive, and welcoming workplace. We celebrate and embrace differences, and we strive to create an environment where every individual feels valued and empowered. We do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by federal, state, or local law.

All qualified applicants will receive consideration for employment without regard to their background or personal characteristics. We are dedicated to creating a culture of respect, equity, and opportunity for all employees, and we encourage individuals from all backgrounds to apply.