Leasing Coordinator

POSITION SUMMARY: 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.

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• Identify and resolve missing, incomplete, inconsistent, or outdated lease records with the appropriate internal or external stakeholders.

• Monitor lease compliance requirements, obligations, and critical deadlines across the portfolio.
• Track and communicate required actions, documentation needs, notices, renewals, options, expirations, rent changes, 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.

• 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.

• 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…