Leasing Administrator Paralegal

Position Summary

HOURS 8:00AM – 5:00PM

The Paralegal Role supports the Commercial Leasing Team by playing a crucial role in ensuring the smooth functioning of the legal operations of the Department. Organizational skills, attention to details and legal knowledge are vital to success in managing various legal tasks and projects. This role involves assisting attorneys in drafting and negotiating lease agreements, conducting legal research, managing lease-related documentation, and ensuring compliance with relevant laws and regulations.

Essential Functions

  • Provides legal administrative support to the commercial leasing team, property management, construction, and accounting, as needed.
  • Facilitates conversations with leasing team members to ensure landlord drafts and comments are sent to tenants in a timely manner and addressed accordingly and timely.
  • Gathers all requested information requested by tenants, tenant’s counsel, vendors, internal and external partners along with the ability to determine if a request needs to be escalated or transferred to another team.
  • Responsible for various notices to tenants including pre and post lease signings, requests for permits, plans, schematic drawings, anticipated delivery notices, Notices of Force Majeure, Violations, and other legal matters.
  • Develops process and procedures to ensure transactions are processed quickly and efficiently by identifying themes or patterns of “bottleneck” situations and addresses accordingly and collaborating with team members and other departments to streamline any gaps or inconsistencies.
  • Serves as a subject matter expert on documents associated with commercial leasing. This includes the ability to identify items that are not favorable due to a tenant removing or adding specific language that landlords typically would not agree to in a reasonable situation.
  • Drafts and responds to documents within a paralegal’s scope of knowledge and brings in counsel on any matters that may include information that is detrimental or vague.
  • Oversee and provide support and training to leasing coordinator(s).
  • Tracks projected rent commencement dates for new leases and posts delivery to tenant. If applicable, obtain a copy of tenant’s permits, and confirm “open date” with the leasing team member. Ensure the Notice of Rent Commencement is delivered.
  • Reviews and revises commercial leases against Company specifications.

Job Requirements

  • At least 7 years progressive office experience with database management experience.
  • Proficiency in all Microsoft applications including an intermediate level of proficiency in word and excel.
  • At least 7 years or more of progressive experience in commercial real estate transactions. 
  • Excellent communication skills.
  • Ability to juggle multiple priorities.
  • A keen sense of diligence
  • Prior experience in proof reading documents preferred but not necessary.
  • Work experience in a commercial real estate environment desirable.
  • Experience in streamlining office and administrative procedures.
  • Prior experience working in a Real Estate environment preferred.

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