Lease Coordinator - Enterprise Physical Operations

Washington University in St. Louis; St. Louis (MO); On-site; USD 67,001,000 - 103,699,000; Full time

Benefits offered by this job

Health insurance

Vacation days (up to 22)

Metro transit U-Pass

retirement plan (403b)

Tuition benefits

Job summary

Washington University in St. Louis invites applications for a Lease Coordinator in the Enterprise Physical Operations department. The role supports leased and owned space programs, tracks 1,200,000 SF and 225 active leases, and collaborates with hospital partners on renewals and service agreements.

The position requires a Bachelor’s degree and 2+ years in facilities management or real estate, with strong data management skills and experience using Archibus.

Qualifications

• Bachelor's degree and 2+ years in facilities management, real estate, or program coordination.
• Experience coordinating leases and service agreements preferred.
• Strong organizational and documentation skills.

Responsibilities

• Track leases through draft to execution stages.
• Coordinate with tenants, landlords, and legal counsel.
• Maintain Archibus lease module and related documents.
• Update files and reconcile space data with occupancy records.
• Support reporting and analysis for the real estate program.

Skills

Program coordination

Facilities management

Real estate knowledge

Education

Bachelor's degree in Real Estate or related field

Tools

Archibus

Job description

Position Summary

Location SAINT LOUIS, MO 63110 Scheduled Hours 40 Position Summary The Enterprise Physical Operations, Infrastructure, Capital Programs & Real Estate (EPO) department at WashU provides integrated operational, infrastructure, planning, and facility services that support the university’s mission of excellence in education, research, patient care, and community engagement. Guided by our PRIDE+ Core Values of Professionalism & Planning, Respect & Responsibility, Integrity & Integration, Dedication & Delivery, Excellence & Enterprise Alignment, and Accountability & Stewardship, EPO fosters a culture centered on collaboration, strategic partnership, innovation, accountability, and service excellence across the university enterprise. EPO manages and supports 28 million gross square feet across 235+ buildings and associated infrastructure systems, encompassing academic, research, clinical, residential, administrative, and support facilities across the university’s campuses and operations. Our teams provide strategic leadership and operational expertise in facility management, infrastructure services, capital project delivery, real estate operations, planning, sustainability, engineering, maintenance, environmental services, public safety support, and enterprise operational services. EPO creates and maintains safe, innovative, efficient, mission-driven environments that support our students, faculty, staff, patients, researchers, and community partners. For additional information and to hear directly from members of our team, please visit: https://facilities.med.wustl.edu/Careers. Position is responsible for supporting leased and owned space program totaling 1,200,00 SF and 225 active lease and service agreements, with an annual lease billing budget of $11.7 million and a service agreements billing budget of $10.6 million.

The Lease Coordinator tracks lease transactions in the Archibus leasing module, ensures legal documents are executed, and physically monitors leased space to ensure efficiency and alignment between lease records and occupied space.

Consults and communicates with WUSM departments and hospital and clinical partners regarding lease renewals.

The position supports the Associate Director for Real Estate and works with a high degree of independence to assist with database management, renewals of service-level agreements with hospital partners, the lease-routing process, reporting, and meeting support.

Primary Duties & Responsibilities

• Responsible for tracking leases through the various stages of draft through execution.
• Act as a liaison on behalf of program leadership in interactions with tenants, landlords, and university legal counsel.
• Maintain an accurate log of all annual leases with detailed information about their stage in the routing process, and work with program leadership to resolve any issues.
• Responsible for maintaining the Archibus lease module database, a digital repository for all lease-related legal documents and reportable data.
• Accurately update lease files, building record files, service-level agreement files, and service contract files whenever new documents change terms; create new files for newly executed agreements, and deactivate old files.
• Accurately update lease, service level agreement, and service contract files whenever new documents are signed.
• Maintain clean, readable files using consistent data-entry protocols.
• For leases, maintain hard copy files as a backup to the digital repository.
• Responsible for physically walking space and reconciling discrepancies between lease documents and the OSIS space system.
• Liaise with department representatives familiar with floor layouts and collaborate with program leadership to update occupancy data and revise lease documents accurately based on walkthroughs.
• Support reporting and analysis related to the real estate program.
• Assist with activation and closeout/return of leased space.
• Maintain standard protocols and checklists internally that describe SOP for the EPO real estate program.
• Update SOP documents as the program evolves and processes improve.
• Communicate with department business managers about service billing.
• Assist with scheduling.
• Perform other duties as assigned.

Working Conditions

Job Location/Working Conditions: Normal office environment. Dust, dirt, grease, or other disagreeable elements Physical Effort: Typically sitting at a desk or table. Typically bending, crouching, stooping. Typically standing or walking. Typically running or climbing. Occasional lifting (<25 lbs.). Repetitive wrist, hand or finger movement. Ability to move to on and off-campus locations. Equipment: Office equipment. The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education. Certifications/Professional Licenses: No specific certification/professional license is required for this position. Work Experience: Real Estate (2 Years), Program Coordination (2 Years), Facilities Management (2 Years) Skills: Not Applicable Driver's License: A driver's license is not required for this position.

More About This Job Required Qualifications: Bachelor’s degree and 2 years’ experience in facilities management, real estate, and/or program coordination, or a combination of education and experience equaling 6 years.

Preferred Qualifications

Preferred Qualifications: Bachelor’s degree with 6+ years of relevant experience in physical planning, medical or facilities management and planning in a hands-on, university, hospital, or corporate real estate multi-site business model with rapid growth. Experience working with cross-functional teams and third-party leasing administrators. Ability to read and understand construction documents (e.g., floor plans, condo plats) and familiarity with categories of square footage measurement (e.g., Building Gross, Net Usable, Net Assignable, Rentable). Preferred Qualifications Education: Bachelor's degree Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting. Work Experience: Medical Or Facilities Management And Planning (6 Years), Physical Planning (6 Years) Skills: Computer Literacy, Construction Information, Customer Service, Deadline Management, Fast-Paced Environments, Floor Plans, High Accuracy, Interpersonal Communication, Microsoft Office, Multitasking, Oral Communications, Organizational Commitment, Professional Integrity, Project Coordination, Real Estate Project Management, Spreadsheets, Strive for Excellence, Teamwork, Windows Applications, Working Independently, Written Communication Grade G09-H Salary Range $23.37 - $36.19 / Hourly

Questions & FAQs

Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

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Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.

Useful Links

Who We Are Human Resources Benefits Living in St. Louis Frequently Asked Questions Accommodation If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. Regulatory Postings Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)