Legal Operations Coordinator

Crystal Clean; Hoffman Estates (IL); On-site; USD 37,000 - 51,000; Full time

Benefits offered by this job

Health, Dental and Vision insurance

Wellness Program

Flexible Spending Accounts

Life Insurance

Long-Term Disability

Employee Assistance Program

Tuition Reimbursement

Job summary

Crystal Clean LLC is seeking an Legal Operations Coordinator to provide administrative and coordination support for real estate, lease administration, and facilities-related functions. Based in Hoffman Estates, IL, the role reports to the Manager, Real Estate Operations.

Responsibilities include managing real estate documents, tracking critical dates with CoStar, processing vendor requests, supporting occupancy certificates, and ensuring compliance deadlines are met.

Qualifications

• High School Diploma/GED and at least 2 years of administrative, legal support, or real estate/facilities coordination experience.
• Experience preparing, organizing, and maintaining business documents and records.
• Experience tracking deadlines, critical dates, or compliance requirements.
• Intermediate level skill in Microsoft Office applications, including Word, Excel, and Outlook.
• Experience communicating effectively, both verbally and in writing, with internal and external stakeholders.
• Experience maintaining confidential or sensitive information as part of the normal course of work.
• Experience prioritizing and organizing multiple administrative tasks and deadlines.

Responsibilities

• Prepares, organizes, and maintains real estate documents and files, including leases, amendments, and transactional documents.
• Tracks lease expirations, critical dates, and property information using CoStar Real Estate Manager software.
• Creates and processes vendor requests in the accounts payable portal for landlords and real estate vendors, including special check requests.
• Coordinates with local jurisdictions to support Certificate of Occupancy requests for new locations.
• Assists with preparing slides and materials to support real estate transaction approvals.
• Supports tracking of compliance deadlines, including leases, zoning, certificates of occupancy, and environmental requirements.
• Assists with invoice processing and CAM reconciliation documentation.
• Provides general administrative support to the Manager, Real Estate Operations, including scheduling, correspondence, and document routing.
• Other reasonable directives, responsibilities, and activities may change or be assigned at any time with or without notice.

Skills

Real estate coordination

Administrative support

Document management

Deadline tracking

CoStar software

Microsoft Office

Communication skills

Education

High School Diploma or GED

Associate degree or paralegal studies (preferred)

Tools

CoStar Real Estate Manager

Microsoft Word/Excel/Outlook

Job description

The Legal Operations Coordinator provides administrative and coordination support for real estate, lease administration, and facilities-related functions within the Legal Department. This role reports to the Manager, Real Estate Operations and is based in Hoffman Estates, IL.

Essential Functions

• Prepares, organizes, and maintains real estate documents and files, including leases, amendments, and transactional documents.
• Tracks lease expirations, critical dates, and property information using CoStar Real Estate Manager software.
• Creates and processes vendor requests in the accounts payable portal for landlords and real estate vendors, including special check requests.
• Coordinates with local jurisdictions to support Certificate of Occupancy requests for new locations.
• Assists with preparing slides and materials to support real estate transaction approvals.
• Supports tracking of compliance deadlines, including leases, zoning, certificates of occupancy, and environmental requirements.
• Assists with invoice processing and CAM reconciliation documentation.
• Provides general administrative support to the Manager, Real Estate Operations, including scheduling, correspondence, and document routing.
• Other reasonable directives, responsibilities, and activities may change or be assigned at any time with or without notice.

Education & Essential Qualifications

• High School Diploma/GED and at least 2 years of administrative, legal support, or real estate/facilities coordination experience.
• Experience preparing, organizing, and maintaining business documents and records.
• Experience tracking deadlines, critical dates, or compliance requirements.
• Intermediate level skill in Microsoft Office applications, including Word, Excel, and Outlook.
• Experience communicating effectively, both verbally and in writing, with internal and external stakeholders.
• Experience maintaining confidential or sensitive information as part of the normal course of work.
• Experience prioritizing and organizing multiple administrative tasks and deadlines.

Preferred Qualifications

• Experience with CoStar Real Estate Manager or similar real estate/lease management software.
• Experience supporting real estate, facilities, or legal department functions.
• Associate's degree or coursework in paralegal studies, business administration, or a related field.

Work Environment

Primarily indoor office environment; noise level is generally quiet. Regularly requires the use of a computer keyboard, mouse, telephone, and other office equipment. Regularly requires sitting, and periodically requires standing or walking.

Crystal Clean LLC is an Equal Opportunity Employer. Crystal Clean expressly values diversity, equity, and inclusion, and encourages the applications of individuals from diverse backgrounds, so that Crystal Clean reflects the communities and customers that we serve.

The anticipated hourly range for this position is $27.00 - $37.00 an hour and includes benefits such as the following:

• Health, Dental and Vision insurance
• Wellness Program
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement