Paralegal, Real Estate Operations

About the role

The Paralegal, Real Estate Operations supports the Company's real estate and facilities needs by managing real estate transactions, contract drafting and review, and facility/site improvement projects across departments. This role partners closely with Legal, Finance, and Operations stakeholders to ensure real estate activities align with the Company's strategic and daily operational goals, and reports to an assigned department leader.

Responsibilities

• Prepare and review real estate documents, including LOIs, leases, amendments, estoppels, and other transactional documents
• Manage and track lease expirations, coordinating with executive leadership to evaluate renewal, relocation, expansion, consolidation, and disposition opportunities
• Aid in crafting negotiation strategies and closing real estate transactions with optimal terms for the Company
• Identify new properties for relocation or expansion and provide financial summaries and comparisons to the executive team
• Utilize Costar Real Estate Manager software to track lease data, manage critical dates and property information, and maintain legal files for real estate transactions
• Own, track, and manage Corrective Action Requests (CARs) and Management of Change (MOC) records for real estate projects
• Work with local jurisdictions to obtain Certificates of Occupancy for new locations
• Maintain compliance with property-related requirements, including leases, zoning, certificates of occupancy, environmental regulations, and other applicable requirements
• Manage the maintenance, repair, and safety of facilities, including planning, coordination, and strategy development for short- and long-term facility improvements
• Collaborate with the EHS team to address facility hazards and environmental risks associated with leased and owned properties
• Work with a real estate database to create reports, and gather, distribute, file, and upload documents into a file management repository and real estate database
• Partner with lease accounting and finance teams to review annual budgets and monthly or quarterly reports
• Approve invoices, CAM reconciliations, and property taxes
• Manage the real estate database and the third-party lease administration vendor relationship
• Create vendor requests in the accounts payable portal for new landlords or real estate-related vendors, and process special check requests
• Work with management on budgets, initiatives, and strategies for cost savings, forecasting, and reporting
• Manage the flow of information between management and internal and external clients through regular meetings and written communications
• Aid in the creation and execution of standard operating procedures (SOPs) for real estate and facilities-related projects, such as new facility requests, move management, relocations, and transactions
• Develop and maintain effective working relationships with departments and managers to facilitate real estate sourcing
• Develop relationships with vendors, including landlords, real estate brokers, and permitting consultants, to support real estate goals
• Develop a working understanding of the Company's business and the needs of its operating locations, such as branches, hubs, depots, treatment and recycling facilities, and railroad sites
• Work with departments and managers to develop standards, objectives, and characteristics for each property type to ensure properties meet business goals
• Develop slides and presentations to support approval of real estate transactions
• Collaborate with all functions within the Company to ensure the real estate function operates effectively and efficiently
• Respond to real estate-related inquiries from other departments

Requirements

• Bachelor's degree and at least 3 years of paralegal experience OR a High School Diploma/GED and at least 5 years of paralegal experience
• Experience providing paralegal support for commercial real estate transactions, lease administration, property acquisitions, or corporate real estate operations for at least 2 years
• Experience with project management involving real estate transactions, facility projects, or capital improvement and fit-out projects for at least one year
• Experience establishing and implementing KPI reporting processes
• Experience supporting permitting, certificates of occupancy, and zoning reviews
• Experience with written and verbal communication
• Experience with negotiation and networking
• Experience meeting established schedules and deadlines
• Experience maintaining confidential information

Qualifications

• Preferred qualifications include PMP Certification, knowledge of real estate practices and principles, experience with real estate management platforms, and experience with real estate management platforms

Benefits

• Health, Dental and Vision insurance
• Wellness Program
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement