Lease and Tenant Coordinator

Lease and Tenant Coordinator

Position Overview

Our client in property management is looking for a Lease and Tenant Coordinator which plays a vital role in bridging the gap between leasing, construction, and property management. You will be responsible for guiding tenants seamlessly from lease-signing to physical occupancy, ensuring all landlord and tenant obligations are met. As the primary point of contact during occupancy, you will maintain strong tenant relationships, manage lease administration, support collections, and ensure clear communication across all key internal groups (Leasing, Development, Construction, and Property Management).

Key Responsibilities

Tenant Coordination & Relations

• Onboarding & Progression: Track and encourage tenant progress from leasing to occupancy; coordinate the overall delivery process, including lease exhibit preparation, document distribution, and gathering tenant drawings/paperwork.
• Primary Contact: Act as the main point of contact for tenant calls, requests, and maintenance issues, resolving them directly or routing them to the appropriate staff.
• Relationship Management: Actively build and maintain positive, professional working relationships with all tenants.

Lease Administration & Compliance

• Documentation: Prepare written correspondence, landlord notices (rent increases, reconciliations, estoppel requests), and update Lease Briefs for amendments, assignments, terminations, and renewals.
• Tracking & Tracking: Maintain the Tenant Progress Tracker, monitor upcoming lease renewals and rent increases, and alert Property Management (PM) to upcoming expirations.
• Approvals: Coordinate approvals for lease/turnover documentation, Tenant Improvement Allowance paperwork, and leasing commission pre-approvals.

Financial & Collections Management

• A/R Monitoring: Review A/R reports weekly and maintain consistent contact with delinquent tenants to resolve outstanding balances.
• Dispute Resolution: Collaborate with Accounting and Property Management to research and resolve tenant balance disputes.
• Reporting & Escalation: Generate monthly internal reports tracking collections progress for the PM and Controller. Work directly with collections companies and legal counsel on long-term debt recovery.

Operations & Vendor Support

• Contract Management: Coordinate the RFP process for annual contracts and special projects, drafting final contracts for selected vendors.
• Work Orders: Issue work orders to service vendors and follow up to ensure completion.
• Cross-Functional Alignment: Participate in regular Business Development meetings to communicate tenant issues and align with internal departments.

Administrative & Data Maintenance

Partner with administrative staff to update and maintain:

• Property information spreadsheets and vendor/utility listings.
• Emergency contact, billing, and notice/legal databases for all tenants.
• Hard copy and electronic general lease files.
• Tenant sales reporting, tracking for insurance certificates, and systems maintenance logs.

Qualifications

• Education/Experience: Bachelor’s degree or equivalent professional work experience.
• Customer Service: Strong customer service orientation with a professional manner and appearance.
• Organization: Excellent time management and organizational skills, with a proven ability to manage multiple tasks and prioritize effectively in an independent environment.
• Software Proficiency:
  • Highly proficient in Microsoft Office (Word, Excel, Outlook).
  • Proficient in Adobe Acrobat Standard.
  • Knowledge of Adobe Photoshop is a plus.