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West Coast Leasing Specialist

2 months ago

Santa Monica, California, United States EQ Office Full time
Job Overview

Company Overview
EQ Office is dedicated to all facets of owning, operating, and managing office environments. Unlike other real estate entities that focus solely on square footage and layouts, we prioritize the overall experience—how spaces feel, engage, and function. We collaborate with business leaders to create, design, and manage harmonious workspaces that motivate talent. Our partnerships span organizations of all sizes, from Fortune 100 companies to emerging startups, as we strive to reintroduce humanity into the workplace.

Position Summary
The Leasing Specialist is primarily accountable for coordinating and supporting the lease transaction process within designated markets. This role encompasses providing analytical and reporting support for each lease transaction. This position reports to the Vice President of Leasing and requires in-office attendance five days a week.

Key Responsibilities

• Manage the distribution, processing, and review of the finalized lease submission package, ensuring all lease documents are accurate and properly documented.

• Calculate lease commissions for exclusive brokers, tenant representatives, and joint venture partners for approval by the leasing team.

• Secure all necessary approvals in accordance with the Delegation of Authority.

• Monitor all leases and amendments, including security deposits and letters of credit, from the receipt of tenant-executed documents through internal execution by EQ Office signatories.

• Ensure compliance with Authorized Signatory protocols for lease execution.

• Maintain the leasing pipeline by collaborating with the internal VP of Leasing, Director of Leasing, and third-party leasing brokers, gathering data for deal economics and status updates.

• Coordinate with property staff to guarantee that all tenant-related documents are uploaded into the document management system.

• Oversee the processing of commencement letters as new leases take effect in conjunction with property teams.

• Facilitate the splitting and combining of suites as required by new lease specifications or during building re-measurements, working closely with the EQ team.

• Collaborate with the Regional Finance Team to establish appropriate lease forecasting actions at both the suite and deal levels on a monthly and quarterly basis as needed.

• Assist the Regional Finance Team during the annual budgeting and monthly forecasting processes, including variance analysis and various reporting.

• Provide analytical and reporting support to the Leasing team and Senior Leadership as requested.

• Work in tandem with in-house attorneys, external counsel, corporate departments, and field personnel on real estate leasing matters.

• Partner with Marketing to ensure all property websites feature the most current materials.

• Route, review, process, maintain, and distribute leasing legal documents, including Listing Agreements, Commission Agreements, DAS forms, Leases, Amendments, NDAs, and Commission Invoices, once approved by the appropriate leasing team member.

• Support the leasing team in sending and tracking Right of First Offer (ROFO) and Right of First Refusal (ROFR) notices, as well as filing returned notices.

• Review lease submission packages to confirm proper documentation.

• Prepare Net Present Value (NPV) calculations and compare them against the approved budget for each deal in View The Space (VTS).

• Assist in evaluating tenant financials during credit reviews.

• Track the receipt of security deposits or letters of credit and monitor the renewal of letters of credit in conjunction with lease executions and amendments.

• Ensure all property data, images, brochures, etc., are uploaded to the EQ Office portfolio website.

• Collaborate with CoStar on advertisements.

• Request and maintain broker lists.

• Keep Property lists updated for the leasing team.

• Collect quarterly market information for board meetings.

• Provide ad hoc data project/reporting support to the EQ Leasing team, including building lists, known vacates, availability lists/floor plans, repositioning ideas, and market data research. Deliver printed reports and/or distribute as requested.

• Assist the leasing team in reviewing initial drafts of new lease documentation, providing comments or changes on material terms, and determining if any existing provisions should be omitted in subsequent documents.

• Review notices received for Option Renewals, Terminations, ROFO, and ROFR for accuracy and timeliness, then disseminate to the Leasing Team and Property Management prior to processing.

• Monitor all upcoming Lease Expirations to confirm monthly and quarterly tenant move-outs with Property Management Teams.

• Oversee all Leases with Landlord Work requirements to ensure completion prior to the delivery of premises or other components necessary to commence rent (e.g., government approval, permits, Certificates of Occupancy, etc.).

• Track monthly Options and Terminations within your markets and send appropriate notifications to the leasing team detailing upcoming Options and/or Termination Rights, along with automatic Options that require monthly processing.

Required Skills and Qualifications

• A bachelor's degree in business or a related field is required; experience in commercial real estate is preferred.

• A minimum of three years of relevant experience in lease administration, real estate, or property management.

• Familiarity with a real estate accounting/management system is advantageous.

• Proficiency in Microsoft Office Suite: Outlook, Excel, PowerPoint, Word.

• Experience with Photoshop, Illustrator, and CAD is preferred.

• Skilled in using the VTS platform; knowledge of Argus and Yardi is a plus.

Compensation: The base salary range for this position is $85,000-$100,000. This range reflects the anticipated low and high end of the Company's base salary for this role. Actual compensation may vary based on various factors, including location and experience.

Benefits: The Company offers a comprehensive benefits package, including health insurance, retirement savings plans, paid holidays, and paid time off (PTO). The total direct compensation and benefits described are subject to the terms and conditions of any governing plans, policies, practices, agreements, or other materials in effect from time to time, including eligibility criteria.

Equal Employment Opportunity Statement:
Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive environment for all employees. Employment decisions are based on individual qualifications, job requirements, and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status, or any other legally protected characteristics. We are committed to providing reasonable accommodations as needed.