Sr. Real Estate Contracts Specialist
About The Position
The Sr Real Estate Contract Specialist provides end-to-end support for the execution, processing, and documentation of real estate contracts for new and existing store locations. This role serves as a working lead, with responsibilities focused on direct production work and focused on oversight, coordination, and support of team workflows. The position is responsible for accurate, SLA-driven handling of leases, amendments, agreements, and related documentation, ensuring compliance, completeness, and timely delivery across multiple systems and stakeholders. In addition to completing production responsibilities, the Associate Manager helps monitor workflow progress, support process adherence, assist with issue resolution, and reinforce quality expectations across the team. This role is onsite with the client and must align with the client’s in-office expectations, including consistent onsite presence, professional client interaction, and participation in operational needs. Attendance, availability, and onsite engagement must support business needs, client service expectations, and operational continuity.
Requirements
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Experience in real estate administration, lease processing, legal support, contract services, or related administrative function.
- Active notary license, or ability to obtain one.
- Strong attention to detail with the ability to manage high document volume.
- Proficiency in Microsoft Outlook, Teams, SharePoint, and document management systems.
- Ability to manage competing priorities, meet strict deadlines, and maintain accuracy under time-sensitive conditions.
Nice To Haves
- Familiarity with real estate transaction lifecycles, including new stores, renewals, relocations, and expansions.
- Experience working with transaction management systems such as Relay and Compass.
- Experience supporting SLA tracking, quality review, workflow aging, or operational reporting.
- Strong client-service mindset with the ability to communicate professionally in an onsite client environment.
Responsibilities
- Prepare and manage documents for execution, including leases, amendments, agreements, and notices.
- Compile execution packages for new and existing stores, ensuring all required approvals, summaries, and supporting documentation are included.
- Complete signatory and notary blocks; maintain an active notary license and notarize documents as required.
- Coordinate document routing, including delivery to internal signatories and landlords, FedEx processing, tracking, and follow-up.
- Draft and send lease cover letters and assemble standard landlord packages, including EFT documentation, insurance memoranda, W-9s, and related materials.
- Review fully executed documents for completeness and accuracy, including signatures, dates, notarization, and consistency.
- Scan, file, and upload documents to the appropriate digital repositories and the Electronic Lease Library.
- Update real estate systems, including Relay and Compass, with finalized data.
- Notify internal partners of key next steps, including Atlas updates, possession dates, and related transaction milestones.
- Route finalized contracts to Legal Administration and Financial Lease Administration for abstraction.
- Maintain accurate transaction data within the real estate transaction management system.
- Complete required intake forms, trackers, and internal documentation.
- Meet or exceed SLA performance standards, including 95% monthly compliance expectations.
- Adhere to confidentiality requirements, internal controls, client expectations, and documented processes.
- Serve as a working lead while maintaining primary production ownership of assigned contract services work.
- Provide day-to-day workflow support, guidance, and coordination for team members as needed.
- Assist with monitoring workload distribution, aging items, SLA progress, and completion status.
- Support quality control by identifying documentation gaps, process inconsistencies, and opportunities for correction before escalation.
- Act as a point of contact for routine questions related to execution packages, document routing, required approvals, system updates, and process expectations.
- Help reinforce standard operating procedures, client requirements, and internal controls across the team.
- Partner with leadership to identify process improvements, training needs, and workflow efficiencies.
- Escalate risks, delays, or recurring issues in a timely and professional manner.
Benefits
- health, vision, and dental insurance
- flexible spending accounts
- health savings accounts
- retirement savings plans
- life, and disability insurance programs
- paid and unpaid time away from work
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
