Real Estate Specialist

The Real Estate Specialist provides administrative and operational support to the Real Estate and Facilities department by coordinating lease documentation, maintaining critical real estate databases, tracking lease obligations, and assisting with new store development, renewals, relocations, and store closures. This position collaborates with internal teams and external partners to ensure efficient execution of real estate activities.

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.