Tenant Coordinator

Prism Places, Inc.; Los Angeles (CA); On-site; USD 150,000 - 230,000; Full time

Job summary

Prism Places, Inc. seeks a Director of Construction & Tenant Coordination to oversee landlord construction, tenant improvements, and capital projects across retail and mixed-use properties.

You will lead projects from lease negotiations through tenant delivery, opening, and closeout, working with leasing teams, tenants, architects, and contractors. The role demands 7–10+ years in commercial construction and strong knowledge of leases, permits, and closeout processes.

Qualifications

• 7–10+ years of progressive experience in commercial construction, tenant coordination, real estate development, or related work.
• Demonstrated experience leading landlord work, tenant improvements, and capital projects in retail, shopping centers, or mixed-use properties.
• Bachelor’s degree in Construction Management, Architecture, Engineering, Real Estate, or a related field preferred; equivalent relevant experience considered.
• Experience representing commercial property owners or managers preferred.

Responsibilities

• Review letters of intent, leases, work letters, and construction exhibits to identify landlord and tenant obligations, feasibility, risks, and schedules.
• Provide lease outline drawings (LODs), site plans, construction information, and preliminary landlord work estimates to support leasing transactions.
• Coordinate tenant onboarding and distribute welcome packages, Tenant Criteria Manuals, shell drawings, prior improvement plans, and CAD files.
• Develop landlord work scopes, budgets, schedules, and requests for proposals; engage architects, engineers, contractors, and signage vendors.
• Prepare and administer construction contracts and change orders; coordinate permit submittals, addressing, access, and inspections with Construction & Tenant Coordination and local agencies.
• Lead preconstruction meetings; oversee landlord work and monitor tenant construction for compliance with approved plans, schedules, and site requirements.
• Conduct site walks and punch-list reviews; obtain and review closeout documents and process tenant improvement allowance requests.

Skills

Construction budgeting

Estimating

Procurement

Contract administration

Change orders

Negotiation

Communication

Stakeholder management

Organization

Problem-solving

Education

Bachelor’s degree in Construction Management/Architecture/Engineering/Real Estate

Tools

MS Office

Construction PM tools

Job description

The Director of Construction & Tenant Coordination is responsible for overseeing landlord construction, tenant improvements, capital improvement projects, and construction-related leasing support across PRISM’s retail and mixed-use portfolio. This position serves as the owner/landlord representative and leads projects from lease negotiations and planning through tenant delivery, opening, and construction closeout.

The Director works closely with Leasing, Construction & Tenant Coordination, tenants, architects, contractors, municipal agencies, and other stakeholders to deliver projects on time and within budget, uphold lease obligations and property standards, and minimize disruption to operating properties.

Key Responsibilities

Leasing & Preconstruction Support

• Review letters of intent, leases, work letters, and construction exhibits to identify landlord and tenant obligations, feasibility, risks, and schedules.
• Provide lease outline drawings (LODs), site plans, construction information, and preliminary landlord work estimates to support leasing transactions.
• Partner with tenants, brokers, and Leasing to negotiate scopes of work, resolve construction issues, and advance new deals.
• Track premises delivery notices, landlord work, rent commencement, penalties, blackout dates, co-tenancy provisions, and other lease milestones.
• Coordinate tenant onboarding and distribute welcome packages, Tenant Criteria Manuals, shell drawings, prior improvement plans, and CAD files.
• Review tenant improvement and signage plans for consistency with leases, landlord criteria, existing conditions, and property requirements.
• Develop landlord work scopes, budgets, schedules, and requests for proposals; engage architects, engineers, contractors, and signage vendors.
• Prepare and administer construction contracts and change orders; coordinate permit submittals, addressing, access, and inspections with Construction & Tenant Coordination and local agencies.
• Lead preconstruction meetings; oversee landlord work and monitor tenant construction for compliance with approved plans, schedules, and site requirements.
• Conduct site walks and punch-list reviews; obtain and review closeout documents and process tenant improvement allowance requests.

Capital Improvements & Construction & Tenant Coordination Support

• Plan and oversee capital expenditure projects, major repairs, and property improvements, including scope development, estimates, RFPs, contracts, and change orders.
• Conduct preconstruction meetings, monitor contractor performance, oversee work, complete punch walks, and collect closeout documentation.
• Assist Construction & Tenant Coordination with building repair and maintenance questions, property walks, and practical recommendations for corrective work.
• Coordinate landlord and tenant construction with property operations and review construction and tenant coordination invoices for processing.

Budget, Schedule & Stakeholder Management

• Maintain project budgets, estimates, financial commitments, construction schedules, milestone trackers, and project records.
• Identify and resolve cost, schedule, permitting, contractor, and design risks before they affect tenant delivery or rent commencement.
• Provide regular project status, budget, risk, and milestone updates to the CEO and relevant internal stakeholders.
• Build effective relationships with Leasing, Construction & Tenant Coordination, tenants, brokers, contractors, architects, and regulatory authorities.

Qualifications (Knowledge/Skills/Abilities/Experience)

Knowledge

• Strong knowledge of retail and mixed-use commercial construction, tenant improvements, landlord work, building systems, and capital projects.
• Working knowledge of commercial leases, work letters, tenant improvement allowances, permitting, inspections, and construction closeout.
• Ability to interpret architectural, structural, MEP, and signage drawings; familiarity with Microsoft Office and construction project management tools.

Skills

• Construction budgeting, estimating, procurement, contractor selection, contract administration, and change-order management.
• Strong negotiation, communication, stakeholder management, organization, and practical problem-solving skills.
• Ability to prioritize and manage multiple projects and deadlines across a geographically dispersed portfolio.

Abilities

• Work independently with sound judgment and accountability while partnering across Leasing and Construction & Tenant Coordination.
• Identify project risks early, resolve field conditions, and protect landlord interests and property operations.
• Travel to properties and active construction sites as needed.

Experience

• 7–10+ years of progressive experience in commercial construction, tenant coordination, real estate development, or related work.
• Demonstrated experience leading landlord work, tenant improvements, and capital projects in retail, shopping centers, or mixed-use properties.
• Bachelor’s degree in Construction Management, Architecture, Engineering, Real Estate, or a related field preferred; equivalent relevant experience considered.
• Experience representing commercial property owners or managers preferred.

Performance Expectations

• Deliver landlord work and tenant premises on schedule and in accordance with lease obligations.
• Manage construction budgets, change orders, and invoices with financial discipline.
• Reduce preventable delays to tenant openings and rent commencement.
• Maintain timely plan reviews, permit coordination, tenant improvement allowance processing, and complete project closeout records.
• Provide transparent reporting and effective coordination across internal teams and external stakeholders.

Responsibilities Common to All

• Maintain regular, predictable attendance, a safe work environment, and confidentiality.
• Organize and prioritize competing activities to meet internal and external deadlines.
• Demonstrate professionalism, respect, responsiveness, collaboration, and a service-oriented approach.
• Work with minimal supervision and perform other duties as assigned.