Lease and Tenant Coordinator

Responsible for tracking and encouraging the Tenant progression from Leasing to Occupancy, ensuring Landlord

and Tenant obligations set forth in leases are met and in compliance, and coordinating and communicating with

Tenants during their occupancy period to address maintenance, account and lease administration issues.

Participate in monthly (or as needed) Business Development meetings to ensure tenant issues are clearly

communicated. Maintain communication with key internal groups such as Leasing, Development, Construction

and Property Management

Support Construction and Property Management Departments by:

 Acting as point of contact for Tenant calls, requests and issues and responds to or directs Tenant

requests to the appropriate staff for resolution

 Diligently supporting and maintaining good working relationships with Tenants

 Coordinating the overall Tenant delivery process including Lease Exhibit preparation, distribution of

Lease documents and pertinent information to all required parties, obtaining tenant required Drawings,

coordinating approvals and gathering all required paperwork

 Preparing written correspondence including Landlord notices (rent increase, reconciliation, estoppel

request, etc.), approval documentation and lease administrative paperwork

 Maintaining both paper and electronic file systems, and data entry work as needed.

 Coordinating approval of Lease and Turnover documentation and Tenant Improvement Allowance

paperwork and confirmation/preapproval of payment leasing commissions where applicable.

 Maintaining Tenant Progress Tracker throughout the Lease to Occupancy process including collecting

contact information, tracking all construction activity and monitoring/documenting key dates and other

pertinent information, records and files

 Creating or updating Lease Briefs for amendments, assignments, terminations and renewals

 Managing A/R and Collections efforts by monitoring A/R report weekly and maintaining consistent contact

w/ delinquent TT’s in efforts to resolve delinquent balances. Work with accounting and PM to respond to

balance disputes.

 Generating monthly internal reports to update PM and Controller on monthly collections efforts and

progress

 Working with Collections Company and Collections Attorney to coordinate long term debt collection

efforts

 Monitoring and updating upcoming lease renewals rent increases, and lease expirations by generating

reports on upcoming expirations and renewals to PM. Follow up as directed.

 Coordinating RFP process for annual contracts and special projects and drafting contracts with selected

vendors. Contacting service vendors with TT work orders. Follow up as needed

Work with Administrative Staff to update and maintain:

 Property Information Spreadsheets

 Database for Notice/Legal, Billing and Emergency Contact for tenants at each property

 Updated vendor and utilities listing for each property

 General Lease filing, both hard files and electronic files

 Tenant sales reporting, insurance certificates and systems maintenance reporting

 Monitor Tenant payments and Initiate Collections from delinquent Tenants

Qualifications:

 Bachelor’s Degree or equivalent work experience

 Strong interpersonal, written and oral communication skills

 Highly proficient in Microsoft Word, Excel and Outlook

 Excellent customer service skills. Professional manner and appearance

 Excellent organizational and time management sills

 Ability to work independently and deal with multiple tasks effective and establish priorities

 Proactive and results oriented

 Proficient in Adobe Photoshop and Acrobat Standard