Real Estate Specialist

Essential Duties and Responsibilities

• Track critical lease dates, including renewals, rent commencements, option notices, expirations, and landlord obligations.
• Coordinate lease execution and distribution to internal departments.
• Prepare lease abstracts and ensure lease information is accurately maintained within company databases.
• Monitor compliance with lease provisions and escalate upcoming deadlines.
• Support the HVAC Team regarding ongoing tickets
• Support Real Estate Project manager with outside vendors/contracts.

Real Estate Operations

• Support lease renewals, amendments, assignments, relocations, and store dispositions.
• Coordinate landlord requests and maintain communication regarding lease matters.
• Prepare and distribute real estate reports and dashboards.
• Assist with gathering financial and operational information used during lease negotiations.
• Track landlord obligations including tenant improvement allowances, rent abatements, and construction responsibilities.
• Assist HVAC team with releasing PM’s, assigning tickets, and reviewing quotes
• Assist Real Estate Project Manager with Fleet management, as well as varies other partnered companies.

Development Support

• Assist with new store openings, relocations, remodels, and store closures.
• Coordinate due diligence documentation.
• Maintain project timelines and ensure required documentation is received from internal departments and external partners.
• Support site approval packages and real estate committee materials.

Reporting & Data Management

• Maintain accurate information within Smartsheet, lease management systems, and other company databases.
• Prepare recurring reports regarding lease status, renewals, occupancy costs, and project milestones.
• Audit lease data for accuracy and completeness.
• Analyze occupancy costs and assist with reporting trends.

Cross-Functional Coordination

• Partner with Legal, Construction, Facilities, Accounting, Operations, and external landlords.
• Coordinate execution of legal documents.
• Respond to internal requests regarding lease information.
• Assist with special projects assigned by Real Estate leadership.
• Provide support to the HVAC team

Qualifications

• 1–3 years of experience in commercial real estate, lease administration, property management, administrative support, or a related field preferred.
• Retail real estate experience is a plus but not required.
• Strong organizational skills and the ability to manage multiple tasks.
• Good written and verbal communication skills.
• Ability to prioritize work and meet deadlines in a fast-paced environment.
• Detail-oriented with a commitment to accuracy.
• Willingness to learn and work collaboratively with cross-functional teams.

Skills

• Proficient in Microsoft Office, including Excel, Word, and Outlook; experience with Smartsheet or lease management software is a plus.
• Adobe Acrobat
• Strong Excel reporting and data management skills

Core Competencies

• Organization and time management
• Attention to detail
• Analytical thinking
• Problem solving
• Customer service mindset
• Professional communication
• Collaboration
• Initiative and accountability

Physical Requirements

• Limited travel may be required.