Real Estate Business Office Manager

About the position The Real Estate Business Office Manager plays a key role in supporting the daily operations of the Real Estate team by managing administrative, financial, leasing, and facilities functions. This position ensures smooth and efficient coordination between internal teams, landlords, and vendors while providing critical support in preparing materials for leadership and partner meetings. The ideal candidate is highly organized, detail-oriented, and proactive - capable of balancing multiple priorities in a fast-paced environment. This role requires strong communication, financial tracking, and organizational skills, along with the ability to manage projects and present polished materials for executive review. Responsibilities • Manage day-to-day office operations including scheduling, correspondence, and record keeping. • Order, track, and maintain office supplies, equipment, and furniture. • Develop and implement office policies, procedures, and filing systems for efficiency and compliance. • Maintain accurate records, scan and file invoices, and ensure timely submission to Accounts Payable. • Organize and maintain department and vacation calendars to ensure coverage and preparedness for meetings. • Support payroll preparation, utilities tracking, and coordination of tax filings across multiple jurisdictions. • Process, track, and reconcile invoices; monitor expenses and identify cost-saving opportunities. • Coordinate with Finance and Accounts Payable to ensure timely vendor setup, bill payment, and compliance. • Manage vendor relationships, including supply vendors, utilities, water delivery, vending machines and contractors. • Oversee utility transfers during new store openings/closures. • Act as liaison with building landlords for parking, access, service requests, and compliance issues. • Oversee maintenance, repairs, and cleaning services for office facilities. • Track facility maintenance schedules (monthly, quarterly, annual) for each location. • Ensure compliance with life safety, fire safety, and health/safety regulations. • Coordinate COIs, permits, and certificates of occupancy for new and pop-up store locations. • Serve as a primary point of contact with landlords on tenant matters, building issues, and lease administration. • Assist with lease and renewal coordination, including reviewing Letters of Intent (LOIs), abstracting key deal terms, and ensuring compliance with company requirements. • Track critical lease dates, including expirations, renewals, rent escalations, and option windows. • Maintain a comprehensive lease database and generate reports for leadership on portfolio activity. • Partner with Real Estate leadership to support negotiations, documentation, and reporting on active deals. • Coordinate with internal Legal and Finance teams to route leases, amendments, and related documents for approval and execution. • Manage the distribution and tracking of lease drafts, ensuring timely responses to landlords and brokers. • Support site selection and market research efforts by collecting, organizing, and presenting data. • Monitor compliance with landlord obligations, tenant responsibilities, and operating covenants. • Provide coordination and tracking for new store openings, relocations, dispositions, and pop-up programs. • Maintain electronic and physical files of executed LOIs, leases, and amendments for accurate record keeping. • Liaise with landlords on estoppels, SNDAs, and other ancillary lease documents. • Assist in preparing presentation materials for executive decision-making and landlord negotiations. • Provide administrative support to senior executives, including calendar management, travel arrangements, and meeting preparation. • Prepare, edit, and distribute professional presentation materials for internal leadership meetings, Board updates, and landlord/partner engagements. • Take, prepare, and distribute meeting minutes for Real Estate and brand-specific meetings. • Assist leadership staff during absences or peak project times. • Act as a liaison to other departments (HR, Finance, Customer Service) to address employee support, benefits, and cross-functional initiatives. • Address customer-related issues (orders, water, supply needs) to ensure a positive experience. • Support HR with employee-related matters and coordination of office events, birthdays, and celebrations. • Fill in for reception and mailroom as needed. • Manage timelines, deliverables, and logistics for annual pop-up stores and new retail locations. • Support planning and execution of office events and special projects. • Coordinate with internal and external stakeholders to ensure deadlines are met. • Prepare and process tax payments for properties in multiple jurisdictions (e.g., Huntington, Alamogordo, Los Angeles, Jericho). • Track tax deadlines, coordinate with Finance, and ensure timely payments to avoid penalties. • Maintain MGIS access and monitor payments in the system. Requirements • 5+ years of administrative, office management, real estate, or facilities coordination experience (retail/real estate leasing environment strongly preferred). • Familiarity with real estate lease documents, Letters of Intent, and landlord-tenant coordination. • Strong knowledge of office operations, vendor management, and financial processes. • Excellent organizational skills with the ability to prioritize and manage multiple tasks. • Strong interpersonal and communication skills to interact effectively with executives, staff, vendors, and landlords. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with advanced PowerPoint skills to create impactful presentation materials. • Experience managing compliance-related tasks such as safety protocols, tax filings, and permits. Benefits • Medical, dental, vision, life and disability insurance for the associate and family (if applicable) • Flexible Spending Account • Health Savings Account • 401k retirement program • Mental health resources / Employee Assistance Program • 80 hours of paid vacation time (accrued on an hourly basis) • 9 paid holidays • 30% employee discount across our family of brands • Potential eligibility for annual merit-based wage increase, if applicable Apply tot his job