Lease Administrator

Position Overview:

The Lease Administrator will provide support to the Caribou legal and real estate teams in all aspects of the real estate and development process as well as other general legal administrative support. This includes a focus on the following core areas: preparing, reviewing, and electronically filing various real estate documents throughout the coffeehouse life cycle, administrating and managing various legal software systems used for real estate legal support (currently HighQ, Legal Tracker and Tango), researching relevant laws and regulations, and other legal administrative support including litigation support, outside counsel billing management, and fielding and responding to internal and external correspondence from various parties.

This individual must work in a fast-paced professional environment utilizing communication, problem solving, decision making and analytical skills. The individual must be organized, detail oriented, and capable of functioning as part of a larger team.

Core Responsibilities:

Lease and Contract Drafting and Management

• Prepare, review and process letters of intent (LOI), leases, amendments, option exercise letters, renewals, SNDAs, estoppels and other related documents and contracts (including general contractor agreements, property management, building and maintenance service agreements)

• Assist in reviewing and comparing document versions and reviewing lease checklists for accuracy and completeness

• Abstract leases, amendments and ancillary documents, maintain appropriate filing systems and manage critical dates

• Route documents for electronic signatures and e-filing of completed agreements

Lease Lifecycle and Portfolio Management

• Administer software system for lease administration and contract management system (currently HighQ) including abstracting leases and other lease related documents, maintaining and updating lease files and providing reporting on critical dates, terms, etc.

• Tracking key dates along the new coffeehouse opening process (e.g. possession/delivery/rent commencement) and implementing process steps throughout the coffeehouse life cycle

Communication and Coordination

• Act as liaison to field and corporate support center team members in effectively and thoroughly analyzing and interpreting lease and contract related questions and inquiries including maintenance and insurance related items

• Manage lease related correspondence including lease administration inbox, triaging for priority issues and communicating with landlords and property management companies regarding lease-related items

• Interact with the Real Estate, Construction and Facilities Maintenance Departments providing support to a variety of processes including new coffeehouse opening, construction, renewals, and insurance certificates (COI management)

• Coordinate with lease accounting and rent teams on new coffeehouse openings, renewals, and revisions to coffeehouses within the current portfolio, proactively ensuring all process steps are timely and accurately completed

General Legal and Administrative Support

• Assist in engagement letters, billing guidelines and onboarding for outside counsel

• Administer the matter management system to track legal matters and outside legal spend

• Review, code and process bills from outside counsel in the matter management system; develop and implement reports for monitoring and reporting on outside legal spend

• Furnish litigation support including file set-up and maintenance, document and fact gathering, review and preparation of discovery materials and coordination with outside counsel and internal departments

• Assist with legal entity and business license management with registered agent

• Assist the legal team with scheduling meetings and with general correspondence, including reviewing and directing mail and email communications to the proper internal contacts

Skills & Requirements:

• Brings the Core Values to life in all that you do: Support One Another, Make Fun Happen, Be Yourself, Take Ownership, ServewithLove

• Highly motivated, self-directed, and results driven

• Detail oriented with strong organizational skills

• Ability to work independently and collaborate in a team environment, manage and follow through multi-step project steps/procedures consistently

• Ability to read and understand various legal documents

• Strong writer, consistently drafting legal documents and other correspondence with a high level of attention to detail and clarity

• Well organized, self-motivated with a strong desire for learning

• Ability to effectively communicate with members of other departments in order to support their functions as well as funnel issues through the legal team

Qualifications:

Required:

• College or post-secondary degree or paralegal certificate or other pertinent administrative, real estate or legal training

• 3-5 years' experience in legal or contract management support including lease management, lease administration, legal assistant, paralegal or related areas

• Ability to prepare concise and effective legal writing including lease related documents such as amendments, letter agreements, estoppels, lease memoranda and formal legal communications with internal and external stakeholders

• Experience analyzing leases and related real estate documents and effectively communicating key information to internal stakeholders

• Ability to use various software systems to track matters, outside counsel use and spend, contracts, leases and other data

• Excellent computer skills (Word, Outlook, Excel, PowerPoint, legal matter and contract management software systems)

Preferred:

• Experience using Tango, HighQ, Legal Tracker, DocuSign, or other similar systems

Physical Requirements:

The physical requirements for this position include sitting, standing, bending, lifting, and moving intermittently during working hours. These physical requirements must be accomplished with or without reasonable accommodation.

The duties of this position may change from time to time. Caribou reserves the right to add or delete duties and responsibilities at the discretion of Caribou or its managers. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.