Lease Coordinator - Enterprise Physical Operations

Location: Saint Louis, MO 63110 • Scheduled Hours: 40/week • Grade: G09-H

About the role

The Enterprise Physical Operations, Infrastructure, Capital Programs & Real Estate (EPO) department at WashU provides integrated operational, infrastructure, planning, and facility services that support the university’s mission of excellence in education, research, patient care, and community engagement. Guided by PRIDE+ Core Values — Professionalism & Planning, Respect & Responsibility, Integrity & Integration, Dedication & Delivery, Excellence & Enterprise Alignment, and Accountability & Stewardship — EPO fosters a culture centered on collaboration, strategic partnership, innovation, accountability, and service excellence across the university enterprise.

EPO manages and supports 28 million gross square feet across 235+ buildings and associated infrastructure systems, encompassing academic, research, clinical, residential, administrative, and support facilities across the university’s campuses and operations. Teams provide strategic leadership and operational expertise in facility management, infrastructure services, capital project delivery, real estate operations, planning, sustainability, engineering, maintenance, environmental services, public safety support, and enterprise operational services.

This position supports a leased and owned space program totaling 1,200,000 SF and 225 active lease and service agreements, with an annual lease billing budget of $11.7 million and a service agreements billing budget of $10.6 million. The Lease Coordinator tracks lease transactions in the Archibus leasing module, ensures legal documents are executed, and physically monitors leased space to ensure efficiency and alignment between lease records and occupied space. The role consults and communicates with WUSM departments and hospital and clinical partners regarding lease renewals, supports the Associate Director for Real Estate, and works with a high degree of independence to assist with database management, renewals of service-level agreements with hospital partners, the lease-routing process, reporting, and meeting support.

Responsibilities

• Track leases through the various stages from draft through execution.
• Act as a liaison on behalf of program leadership in interactions with tenants, landlords, and university legal counsel.
• Maintain an accurate log of all annual leases with detailed information about their stage in the routing process; work with program leadership to resolve any issues.
• Maintain the Archibus lease module database — a digital repository for all lease-related legal documents and reportable data.
• Accurately update lease files, building record files, service-level agreement files, and service contract files whenever new documents change terms; create new files for newly executed agreements and deactivate old files.
• Maintain clean, readable files using consistent data-entry protocols; for leases, maintain hard copy files as a backup to the digital repository.
• Physically walk space and reconcile discrepancies between lease documents and the OSIS space system.
• Liaise with department representatives familiar with floor layouts and collaborate with program leadership to update occupancy data and revise lease documents accurately based on walkthroughs.
• Support reporting and analysis related to the real estate program.
• Assist with activation and closeout/return of leased space.
• Maintain standard protocols and checklists internally that describe SOP for the EPO real estate program; update SOP documents as the program evolves and processes improve.
• Communicate with department business managers about service billing.
• Assist with scheduling.
• Perform other duties as assigned.

Working conditions

• Normal office environment; exposure to dust, dirt, grease, or other disagreeable elements.
• Physical effort: typically sitting at a desk or table; typically bending, crouching, stooping; typically standing or walking; typically running or climbing; occasional lifting; repetitive wrist, hand, or finger movement.
• Ability to move to on- and off-campus locations.
• Equipment: standard office equipment.

Requirements

• Bachelor’s degree, or a combination of education and/or experience that substitutes for the minimum education.
• 2 years of experience in program coordination, real estate, and/or facilities management (or a combination of education and experience equaling 6 years).
• No specific certification or professional license required.
• Driver’s license not required.

Preferred qualifications

• Bachelor’s degree with 6+ years of relevant experience in physical planning, medical or facilities management and planning in a hands-on, university, hospital, or corporate real estate multi-site business model with rapid growth.
• Experience working with cross-functional teams and third-party leasing administrators.
• Ability to read and understand construction documents (e.g., floor plans, condo plats) and familiarity with categories of square footage measurement (e.g., Building Gross, Net Usable, Net Assignable, Rentable).

Skills

• Computer literacy
• Construction information
• Customer service
• Deadline management
• Fast-paced environments
• Floor plans
• High accuracy
• Interpersonal communication
• Microsoft Office
• Multitasking
• Oral communications
• Organizational commitment
• Professional integrity
• Project coordination
• Real estate project management
• Spreadsheets
• Strive for excellence
• Teamwork
• Windows applications
• Working independently
• Written communication

Pay

Hourly salary range: $23.37 – $36.19. The range reflects base salaries paid for positions in this job grade across the University. Individual rates within the range will be determined by factors including qualifications and performance, equity with others in the department, market rates for positions within the same grade, and department budget.

Benefits

• Personal: Up to 22 days of vacation, 10 recognized holidays, and sick time; competitive health insurance packages with priority appointments and lower copays/coinsurance; free Metro transit U-Pass for eligible employees; defined contribution (403(b)) Retirement Savings Plan combining employee contributions and university contributions starting at 7%.
• Wellness: Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more.
• Family: 4 weeks of caregiver leave to bond with a new child; family care resources for continued childcare needs; adult care support; tuition coverage for employee and family — dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years of service.

For detailed benefits policies and eligibility, visit https://hr.wustl.edu/benefits/.