Lease & Tenant Coordinator

Confidential Careers; Cincinnati (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

Confidential Careers seeks a diligent Tenant Relations Coordinator to guide the lease-to-occupancy process, coordinate exhibits, notices, and paperwork, and maintain accurate tenant and property records.

You will liaise with Leasing, Development, Construction and Property Management teams, track due dates, manage collections notes, and support vendor contracts.

Qualifications

• Bachelor’s degree or equivalent required.
• Excellent interpersonal and written/oral communication skills.
• Professional customer service mindset with strong organization.
• Ability to manage multiple tasks and priorities effectively.

Responsibilities

• Act as tenant liaison for calls, requests and issues; route as needed.
• Maintain good working relationships with Tenants and internal groups.
• Coordinate lease exhibits, documents, and paperwork during turnover from Lease to Occupancy.
• Prepare landlord notices and lease administrative documentation.
• Maintain paper and electronic files; perform data entry as needed.
• Monitor and report on lease expirations, renewals, and rent increases.

Skills

Interpersonal skills

Written & verbal communication

Customer service

Time management

Proactive and results oriented

Education

Bachelor’s degree or equivalent

Tools

Adobe Photoshop

Acrobat Standard

Job description

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
• 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
• 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