Paralegal/Administrative Assistant - Willowbrook, IL (HQ)

JOB SUMMARY: The Paralegal / Real Estate Administrative Assistant will support the Vice President of Real Estate with both legal document review and administrative functions. Responsibilities include assisting with the review of Letters of Intent (LOIs), SNDAs, Estoppels, CAM reconciliations, and other documents related to lease agreements. This role will also manage and maintain spreadsheets, third-party lease management systems, and perform various administrative tasks to ensure the efficient operation of the Real Estate department.

ESSENTIAL FUNCTIONS

• Review and abstract commercial leases, amendments, and related legal documents.
• Maintain organized digital and physical filing systems for all real estate documents.
• Track critical lease dates (e.g. expirations, options, renewals) and assist in ensuring compliance.
• Collaborate with Legal Counsel on initial lease drafts and redlines, and coordinate the execution of leases, LOIs, estoppels, SNDAs, and other legal documents.
• Assist VP, Real Estate in tracking the status of real estate deals from LOI through lease execution and store opening.
• Assist VP, Real Estate in scheduling meetings and calls with brokers, landlords, legal counsel, and internal stakeholders.
• Prepare and distribute agendas, meeting notes, and follow-up tasks.
• Process department invoices and maintain expense records in coordination with accounting.
• Act as a liaison between internal departments (Construction, Legal, Finance, etc.) and external partners (brokers, landlords, attorneys).
• Ensure smooth flow of information across all parties to keep projects moving forward.
• Update and maintain real estate trackers and databases (e.g. deal pipeline, lease abstract database, demographics, third party software).
• Generate reports on site activity, lease terms, key milestones, and department metrics as requested.
• Assist with lease compliance tracking including co-tenancy, exclusive use rights, and operating covenants.
• Collect and organize due diligence materials for new sites and relocations.
• Conduct basic research on landlords, ownership structures, and property history.
• Support market research initiatives by gathering demographic, competitor, and site data.
• Other job duties as assigned.

COMPENSATION

The hourly rate for this role is $20.00 to $30.00 per hour. This is the lowest to highest hourly rate we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s particular pay position within this range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, and business or organizational needs.

This job is also eligible for Commission and Performance Bonus pay. We offer comprehensive package of benefits including; paid time off, medical/dental/vision insurance, 401(k), and life insurance to eligible employees. You can apply for this role through our careers page (or through Paycom directly if you are a current employee).

Club Champion, an equal opportunity employer, is committed to equal opportunity for all employees and applicants. We recruit, hire, train, promote, pay, and administer all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a persons appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses.

EDUCATION AND EXPERIENCE REQUIRED

• 3–5 years of experience in a paralegal, legal assistant, or real estate administrative role; experience in commercial real estate or corporate real estate departments strongly preferred.
• Familiarity with retail lease documents including LOIs, leases, amendments, estoppels, and SNDAs.
• Experience supporting legal counsel or real estate executives in lease negotiation and document management.
• Excellent organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously.
• Experience working with cross-functional teams such as Legal, Construction, Finance, and Operations.
• Prior experience with lease abstracting and critical date tracking is a plus.
• Paralegal certificate or relevant education is a plus, but not required.
• Notary

KNOWLEDGE, SKILLS, AND ABILITIES

• Lease Terminology
• Critical Date Tracking
• Exceptional Organization and Time Management
• Strong Written and Verbal Communication
• Solution Oriented and Resourceful
• Strong understanding of legal terminology and basic real estate deal structures.
• Proficient in Microsoft Office Suite (especially Word, Excel, Outlook) and comfortable working with document tracking systems and cloud-based file storage.