Executive & Commercial Real Estate Coordinator

Job Summary

Big Ben Funds is seeking a highly organized, detail-oriented professional to provide executive support and commercial real estate administration across acquisitions, financing, investor reporting, and portfolio coordination.

The role requires strong hands-on experience with retail lease review and administration. The successful candidate must be comfortable reviewing leases, amendments, and rent rolls; preparing lease abstracts; identifying discrepancies; and tracking critical dates, financial obligations, and property-related requirements.

The ideal candidate takes ownership, follows through on outstanding matters, and delivers accurate and complete work with minimal supervision.

Key Responsibilities

Retail Lease Review & Administration

• Review retail leases, amendments, renewals, and related documents and prepare accurate lease abstracts.
• Extract and maintain key lease terms, including base rent, rent escalations, commencement and expiry dates, renewal options, notice deadlines, CAM and operating expense recoveries, tax and insurance obligations, and tenant improvement allowances.
• Identify and flag provisions relating to co-tenancy, exclusive-use rights, termination rights, assignment restrictions, guarantees, and landlord obligations.
• Reconcile rent rolls and lease summaries against executed lease documents.
• Identify missing amendments, inconsistent figures, unclear terms, and other discrepancies.
• Maintain organized lease records and critical-date calendars.
• Ensure important lease obligations and deadlines are identified and communicated in advance.
• Escalate matters requiring commercial judgment or legal interpretation to the senior executive and relevant advisers.

Acquisitions, Financing & Due Diligence

• Collect and organize offering memoranda, financial statements, rent rolls, leases, property reports, and other transaction documents.
• Apply established acquisition screening checklists and maintain accurate records of findings.
• Identify and follow up on missing information required for due diligence.
• Maintain due diligence trackers, document-request lists, transaction calendars, and closing checklists.
• Prepare and organize lender packages.
• Record financing terms and coordinate outstanding information requests with brokers, lenders, property managers, and advisers.

Reporting & Business Coordination

• Prepare investor reports, presentations, factual summaries, and meeting materials using established templates and guidance.
• Verify figures, dates, and supporting information against source documents.
• Maintain an updated overview of acquisitions, dispositions, financing activities, property issues, and other active initiatives.
• Track owners, deadlines, next steps, outstanding requests, and pending decisions.
• Follow up on action items through completion.
• Maintain organized and up-to-date shared records and transaction files.

Executive Support

• Coordinate calendars, meetings, and follow-up activities.
• Prepare meeting notes and draft professional correspondence.
• Maintain document versions and ensure records remain organized.
• Communicate and follow up professionally with internal and external stakeholders.
• Anticipate administrative requirements and proactively move tasks forward within the scope of responsibility.

Desired Candidate Profile

• 3 - 5 years of relevant experience in commercial real estate coordination, lease administration, executive support, or a combination of these areas.
• Mandatory: Demonstrated experience reviewing and administering retail leases, including detailed lease review, abstraction, and reconciliation against rent rolls.
• Strong ability to identify discrepancies such as incorrect escalation dates, missing amendments, inconsistent figures, or overlooked recovery provisions.
• Excellent attention to detail and strong numerical accuracy.
• Comfortable working with spreadsheets, checking calculations, and comparing information across multiple documents.
• Strong proficiency in Microsoft Excel, Word, and PowerPoint.
• Excellent organizational and follow-through skills with the ability to manage multiple transactions, deadlines, and priorities.
• Strong written and verbal communication skills.
• Comfortable communicating with brokers, lenders, property managers, advisers, and other stakeholders.
• Practical experience using ChatGPT or other AI tools for document review and drafting, with the ability to independently verify AI-generated outputs against source documents.
• Sound judgment, discretion, and ability to handle confidential business and investor information.
• Self-driven approach with willingness to own recurring administrative processes and maintain consistent documentation.

Additional Advantage

Experience in any of the following will be an added advantage

• Retail property acquisitions
• Commercial real estate transactions
• Investor reporting
• Lender reporting and documentation
• CRM systems
• Document-management systems
• Property management coordination
• Due diligence and transaction coordination

What Success Looks Like

• Lease records and abstracts are accurate and up to date.
• Critical dates and obligations are identified and acted upon in advance.
• Transaction and due diligence files are complete and well organized.
• Reports and presentations are thoroughly checked before reaching the executive.
• Outstanding information requests and action items are followed through to resolution.
• The executive has reliable, accurate information and effective coordination support for business decisions.

Role Scope

The position reports directly to a senior executive. Financial analysis, investment decisions, and negotiations remain with leadership. The role is responsible for ensuring that the information, documentation, lease administration, reporting, and coordination supporting those decisions are accurate, complete, and reliable.