Paralegal with Commercial Real Estate Lease Administration & Project Management experience

Position Overview:

U.S. Realty Management Co., LLC is seeking a dynamic, detail-oriented Paralegal with Lease Administration & Project Management experience in commercial real estate. This position plays a critical role in supporting lease administration, acquisitions due diligence, and special projects — with a focus on both commercial and government leases. This full-time, on-site role requires expertise in lease abstraction, property management software, financial analysis, project coordination, and regulatory compliance for government leasing.

Key Responsibilities:

Lease Administration & Documentation:

• Review, interpret, abstract, and enter data from executed commercial and government leases, amendments, renewals, subleases, and other real estate documents.
• Ensure proper documentation is collected and filed, including W-9s, insurance certificates, and emergency contact sheets.
• Scan and attach leases and related documentation to Yardi or similar platforms.
• Enter lease charges, including first-month rent, CAM estimates, and pro-rations; update records for renewals and modifications.
• Maintain lease files, digital archives, and coordinate repository integrity in company databases.
• Communicate lease-related CAM changes and critical updates to accounting and billing departments.

Due Diligence & Acquisitions Support:

• Assist with lease review and documentation for acquisitions, liquidations, and financing transactions.
• Prepare internal reports for missing or unclear items during due diligence reviews.
• Analyze rent rolls, lease abstracts, and financial documents to identify risks or inconsistencies.
• Coordinate with legal and property management to resolve lease conflicts or data issues.

Government Lease Oversight:

• Manage all aspects of government leases (e.g., GSA leases), including compliance with security clauses, funding provisions, and reporting requirements.
• Monitor critical dates (option periods, renewals, expirations) and interface with government agencies and internal departments.
• Prepare necessary government-required forms, certifications, and documentation for audits or renewals.

Project Management & Reporting:

• Coordinate timelines and deliverables across departments for lease-related projects.
• Maintain critical date calendars (option exercise dates, expirations, renewal notices, etc.).
• Lead or support lease audits; compile findings and present to the controller and senior management.
• Support reporting, presentations, and ad hoc projects for owners, executives, and property managers.

Collaboration & Communication:

• Work closely with property managers to ensure lease accuracy and resolve discrepancies.
• Interface with legal counsel during lease review and execution processes.
• Produce reports and documents for internal use and ownership review.
• Assist in maintaining communication flow across departments for smooth lease operations.

Administrative & Miscellaneous:

• Perform clerical duties as needed (filing, copying, scanning).
• Support controller, property managers, and ownership with additional administrative or operational needs.

Qualifications & Requirements:

Education & Experience:

• Associate's degree or paralegal certificate required.
• 5+ years of experience in commercial real estate in a lease administration or property management setting.
• Government lease experience highly preferred.
• Multi-state lease administration experience preferred but not required.

Technical Skills:

• Proficient in Microsoft Excel, Word, Outlook, and Adobe.
• Strong knowledge of lease-related calculations: pro-rata shares, CAM allocations, percentage increases, etc.
• Experience with Yardi or similar property management software strongly preferred.
• Working knowledge of entity structuring and related legal documentation.

Core Competencies:

• In-depth understanding of commercial lease language and legal terms.
• Ability to read, interpret, and abstract lease documents independently.
• Strong attention to detail and organizational skills.
• Ability to coordinate large volumes of data for presentations and reporting.
• Proven ability to prioritize tasks and meet tight deadlines.
• Effective communication and interpersonal skills; able to work with diverse teams in a fast-paced environment.
• High degree of professionalism and confidentiality.
• Self-motivated, goal-oriented, and adaptable.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person