Retail Coordinator

Key Responsibilities

• Maintain organized digital files and document management systems for all leasing documents, including LOIs, leases, amendments, and related correspondence
• Aid in preparing, formatting, and processing Letters of Intent (LOIs), lease agreements, and lease amendments
• Input and track deal terms and applicable internal software systems
• Help prepare leasing packages, presentations, and supporting materials for prospective tenants and brokers
• Coverage documentation and communication required to move deals from negotiation through execution
• Tenant & Broker Coordination
• Communicate with prospective tenants and brokers to gather necessary information required for lease documentation and deal processing
• Research and compile contact information for prospective tenants and retail brands
• Share leasing materials, site plans, and property information with prospective tenants
• Aid in scheduling and preparing for leasing meetings, including compiling lease plans, market materials, and presentations
• Leasing Analytics & Reporting
• Conduct basic analysis of tenant financial performance including rent structures, cost of occupancy, percentage rent, and deal economics
• Maintain and update leasing dashboards, deal trackers, and reporting tools
• Aid in updating monthly leasing reports and merchandising plans
• Track leasing commissions and assist with commission documentation
• Maintain lease covenant reports and assist in monitoring tenant obligations
• Lease Review & Documentation
• Review existing leases and reciprocal easement agreements to identify exclusive use clauses, prohibited uses, and key operating provisions
• Prepare schedules and summaries related to lease provisions for internal review
• Assist with organizing lease abstracts and maintaining lease documentation records
• Team & Operational Support
• Coordinate internal property team calls, including creating agendas, compiling materials, and distributing meeting notes
• Maintain organized internal files and document repositories
• Aid in calendar coordination and scheduling for members of the Retail team
• Coverage travel arrangements and expense reports using Concur
• Organize logistics and scheduling for industry conferences and meetings
• Provide general administrative and operational support to the Retail team as needed
• Aid in special projects, research initiatives, and reporting assignments related to the firm’s retail portfolio

Qualifications

• A High School Diploma required; Bachelor’s degree preferred, ideally in Real Estate, Finance, or a related field
• 3–5 years of experience in leasing coordination, real estate administration, or a similar support role
• Experience with a retail real estate owner, operator, or brokerage firm is strongly preferred
• Strong proficiency in Microsoft Excel, Word, Outlook, and PowerPoint
• Experience with Adobe Acrobat, SharePoint, Docusign, and similar document platforms
• Experience with Yardi or similar property management software preferred but not required

Core Competencies

• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High attention to detail, particularly when working with legal documents and financial data
• Ability to work independently while supporting a collaborative team environment
• Strong analytical and problem-solving skills