Leasing Coordinator

The Lease Coordinator manages the lifecycle administration and documentation of Les Schwab’s real estate portfolio, ensuring accuracy in lease records, critical-date tracking, and compliance. As the primary owner of lease abstracts, document routing, system data integrity, and related reporting, this role serves as the central liaison between Property Management, Real Estate, Legal, Accounting, Risk, and external landlords. Success in this role requires exceptional attention to detail and the ability to manage competing priorities in a fast-paced environment.

PRIMARY RESPONSIBILITIES/FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

20% - Lease Administration & Documentation

• Maintain complete, accurate lease files and lease administration system data.

• Abstract and enter lease terms, including financial, operational, legal, critical-date, landlord-obligation, and supporting document information.

• Track renewals, escalations, terminations, notice periods, purchase options, co-tenancy requirements, landlord obligations, and other critical dates.

• Maintain critical-date reporting and coordinate review with Real Estate, Property Management, Legal, Accounting, and Operations as appropriate.

• Maintain amendments, estoppels, SNDAs, consents, exhibits, site plans, rent commencement information, landlord contacts, and related lease documents.

• Coordinate lease document routing, approvals, signatures, final distribution, filing, and audit trail.

• Own the Real Estate-to-Lease Administration handoff after lease execution.

• Identify and resolve missing, incomplete, inconsistent, or outdated lease records with the appropriate internal or external stakeholders.

20% - Portfolio Compliance & Critical Date Management

• Monitor lease compliance requirements, obligations, and critical deadlines across the portfolio.

• Track and communicate required actions, documentation needs, notices, renewals, options, expirations, rent changes, and landlord obligations.

• Prepare and coordinate required landlord notices and document completion of notices, approvals, option exercises, and other critical lease actions.

• Support Legal and Property Management by providing lease documents, abstracts, correspondence history, notices, deadline information, and related backup for defaults, disputes, and compliance matters.

• Research lease documents and gather relevant information for review by Legal, Real Estate, or Property Management; Legal owns interpretation and contract positions.

• Escalate compliance risks, missed deadlines, missing documents, unclear obligations, or unresolved lease administration items to the appropriate owner.

• Support annual business license, permit, registration, and filing requirements.

• Maintain reporting for renewals, expirations, options, rent changes, notice deadlines, landlord obligations, missing documents, and open lease administration items.

20% - Lease-Related Landlord & Stakeholder Support

• Primary contact for lease inquiries from store operations, landlords, legal counsel, and internal business partners.

• Resolve landlord-tenant issues regarding lease obligations, maintenance, access rights, and operational concerns.

• Coordinate lease communications between landlords and internal departments.

• Facilitate lease documentation and approvals for store openings, relocations, remodels, expansions, and closures.

• Obtain landlord approvals, consents, and required documentation for operational projects.

• Maintain strong professional relationships with landlords and external business partners.

10% - Rent Administration & Financial Support

• Review lease-related invoices and coordinate payment processing, coding, tracking, and supporting documentation with Accounting.

• Track rent commencement, rent changes, reimbursements, credits, landlord charges, disputed amounts, and other lease-driven financial obligations through resolution.

• Maintain accurate rent schedules and lease-driven payment obligations in coordination with Accounting and Finance.

• Support CAM, tax, insurance, operating expense, audit, financial review, and compliance documentation requests.

• Prepare reports on lease obligations, critical dates, renewals, portfolio activity, and lease-driven financial items.

• Use lease administration and financial systems to maintain accurate records and generate reporting.

• Support utility-service coordination for new stores, acquired locations, relocations, and closures when assigned.

• Flag invoice discrepancies, rent schedule issues, missing backup, unusual charges, or unclear payment obligations to the appropriate owner.

20% - Legal & Document Coordination

• Partner with Real Estate, Legal, Risk, and Property Management teams on document preparation and execution.

• Coordinate processing of amendments, estoppels, SNDAs, memorandums of lease, consent/license/right-of-entry agreements, renewal notices, and landlord correspondence.

• Maintain legal document retention standards and records management protocols.

• Support legal invoice processing and documentation requests.

• Assist with due diligence and document collection for acquisitions, dispositions, renewals, and development projects.

• Ensure document naming conventions, retention requirements, and filing structures are consistently followed.

10% - Process Improvement & Team Support

• Identify lease process, reporting, and document management improvements.

• Maintain tracking tools, reports, and administrative procedures.

• Support portfolio growth, market expansion, acquisitions, and operational projects.

• Assist continuous improvement in Real Estate and Property Management teams

• Ensure accuracy, consistency, and efficiency in lease administration.

• Complete other assigned duties and special projects.

Educational/Experience Requirements: 

• Associate's or Bachelor's degree in Business Administration, Real Estate, Accounting, Legal Studies, Finance, or related field preferred.

• Minimum 2-4 years of experience in lease administration, commercial real estate, legal administration, property management, or related field preferred.

• Experience managing commercial lease records and documentation strongly preferred.

• Experience supporting multi-site retail portfolios preferred.

• Familiarity with real estate legal documents and lease terminology preferred.

Required Technical Skills/Knowledge: 

• Strong understanding of commercial lease administration practices.

• Exceptional attention to detail and document management skills.

• Strong organizational skills with the ability to manage multiple deadlines simultaneously.

• Excellent verbal and written communication skills.

• Ability to read, interpret, and summarize lease language and contract provisions.

• Strong customer service and relationship management skills.

• Ability to work independently while managing competing priorities.

• Sound judgment, professionalism, and confidentiality.

• Strong analytical and problem-solving abilities.

• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, Teams, and SharePoint.

• Experience with lease administration, contract management, ERP, or real estate management systems preferred.

• Basic understanding of accounting, invoice processing, and financial reporting concepts.

• Ability to learn new systems and processes quickly.

General Knowledge and Abilities: 

• Attention to detail and data integrity

• Accountability and follow-through

• Organization, planning, and process discipline

• Communication and collaboration

• Customer focus and confidentiality

• Problem solving, adaptability, and initiative

• Document management and critical-date tracking