Paralegal, Real Estate Operations

Heritage - Crystal Clean LLC•Hoffman Estates, IL

2d•$38 - $40•Onsite

About The Position

The Paralegal, Real Estate Operations exists to support 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.

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

Nice To Haves

PMP Certification
Knowledge of real estate practices and principles
Experience with real estate management platforms

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
Assist with 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
Monitor and ensure 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
Work 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
Assist management with short-term and long-term strategic planning for the real estate portfolio
Manage the flow of information between management and internal and external clients through regular meetings and written communications
Assist 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
Work with departments and managers to develop standards, objectives, and characteristics for each property type to ensure properties meet business goals
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
Develop slides and presentations to support approval of real estate transactions
Work closely with all functions within the Company to ensure the real estate function operates effectively and efficiently
Use and maintain all law department software solutions
Respond to real estate-related inquiries from other departments
Perform additional duties as assigned