Real Estate Coordinator

The Real Estate Coordinator supports Windsor’s Real Estate team across administrative priorities, transaction coordination, and the day-to-day management of our real estate portfolio, with direct support to the Senior Real Estate Manager and Senior Vice President of Real Estate.

We are a fast-moving, collaborative team managing a large retail real estate portfolio, and are looking for someone who loves keeping things organized, moving, and accurate. The ideal candidate is proactive, responsive, obsessive about accuracy, and naturally good at keeping track of the details that others might miss.

This is a great opportunity for someone with a few years of administrative, executive assistant, or coordinator experience who enjoys being the person behind the scenes making sure everything gets done. You should be comfortable juggling priorities, following up, communicating professionally across all levels of the organization and with external partners, and having some fun along the way.

Retail real estate experience is a plus, but it is not required. We can teach you real estate. We are looking for someone who already knows how to be organized, dependable, and one step ahead.

Responsibilities:

• Manage email correspondence, phone communications, calendar scheduling, meeting coordination, and other day-to-day priorities for Real Estate leadership.

• Organize and track pending real estate and legal transactions, including transaction status, critical dates, approvals, and follow-up items.

• Support the lease renewal process by tracking critical dates, preparing deal summaries, and assisting with landlord communication and follow-up.

• Track and monitor all phases of the real estate development and leasing pipeline, including new stores, relocations, renewals, expansions, and closures.

• Maintain accurate and organized lease files, transaction records, property information, contact lists, trackers, and department database systems.

• Prepare, proofread, format, and distribute correspondence, presentations, reports, meeting agendas, deal summaries, and other department materials.

• Conduct research and compile property information, demographics, and competitive retail analysis to support site selection and leasing initiatives.

• Coordinate with attorneys, leasing agents, landlords, brokers, developers, vendors, and internal business partners throughout the transaction process.

• Review, track, and assist with Letters of Intent (LOIs), general correspondence, lease-related documentation, approvals, certificates, and supporting materials.

• Coordinate the collection, routing, signature, and filing of lease-related documents and approvals.

• Proactively track open requests and follow up with internal and external partners to ensure deadlines, deliverables, and action items remain on schedule.

• Coordinate meetings, market tours, site visits, conferences, and travel arrangements, including itineraries and supporting materials.

• Attend and support recurring Real Estate meetings, including preparing materials, organizing updates, documenting action items, and maintaining follow-up lists.

• Enter and update information in department systems and databases, ensuring all information is complete and accurate.

• Support additional projects, responsibilities, and cross-functional initiatives as needed.

Qualifications and Requirements:

• 2-4 years of administrative support, executive assistant, office coordination, real estate coordination, or similar professional experience required.

• Exceptional attention to detail with a demonstrated commitment to accuracy, including names, dates, locations, store numbers, square footage, document versions, and other important details.

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and follow-up items simultaneously.

• Demonstrated ability to manage calendars, correspondence, files, trackers, follow-up, and competing deadlines with limited supervision.

• Strong proofreading skills and clear, professional written and verbal communication.

• Reliable follow-through, responsiveness, discretion, and sound judgment when handling time-sensitive or confidential information.

• Proactive and resourceful, with the ability to anticipate needs, identify missing information, and take ownership of tasks through completion.

• Strong computer skills with proficiency in Microsoft Office and Google Workspace, including Excel, Word, PowerPoint, Gmail, Google Calendar, and Google Meet.

• Ability to learn and work accurately within multiple software systems and databases.

• Commercial real estate, retail, legal administrative, lease administration, property management, construction administration, or related experience is a plus, but not required.

• Ability to work onsite Monday through Friday at Windsor’s Santa Fe Springs office.