Tenant Coordinator

Responsibilities

• Manage and track all tenant delivery requirements, milestones, and correspondence from lease execution through tenant opening.
• Serve as the primary point of contact between tenants and the Landlord throughout the design, permitting, and construction process.
• Interpret and administer lease exhibits, work letters, delivery conditions, and tenant design criteria to ensure tenant compliance with contractual and Landlord requirements.
• Coverage with Leasing to provide accurate status reporting on vacant and occupied tenant spaces, including preparation of plans and exhibits for prospective tenants.
• Obtain, manage, and track complete tenant submittals including architectural, MEP, and signage drawings, finish selections, and samples in accordance with lease and Landlord standards.
• Review tenant plans at a general level and coordinate detailed reviews with Construction & Development, Engineering, and external consultants, issue consolidated comments and track resolution.
• Monitor tenant construction progress against lease benchmark dates and critical path schedules through final inspections and store opening.
• Identify risks to tenant schedules, permitting, inspections, or opening dates and proactively develop mitigation strategies in coordination with internal teams and tenants.
• Monitor and track tenant permitting, inspection, and approval processes to ensure compliance with lease requirements and milestone dates and escalate issues as necessary.
• Manage all tenant drawing and signage submittals, approvals, and documentation within the Signage and Plan Tracking Logs.
• Track tenant progress toward required inspections, life safety approvals, signage approvals, and Certificate of Occupancy or Temporary Certificate of Occupancy, coordinating internally to support timely tenant opening.
• Facilitate coordination between tenant construction activities and Landlord operations, including access, working hours, base building interfaces, and turnover requirements.
• Conduct and lead regular coordination meetings with Construction & Development, Leasing, Property Management, and Operations.
• Maintain familiarity with applicable jurisdictions, codes, and permitting processes relevant to retail tenant improvements.
• Maintain complete and accurate tenant documentation and records to support leasing enforcement, operational handoff, and risk management.
• Coordinate drawing reproduction, scanning, and document control as required.
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree in Engineering, Architecture, Construction Management, or other related field preferred.
• Minimum of 3 years work experience for a general contractor or property management firm required, retail real estate construction experience strongly preferred.
• Extensive retail development and construction knowledge.
• Strong understanding of retail tenant design criteria, work letters, and base building interfaces.
• Ability to manage multiple tenants simultaneously across varying phases of design and construction.
• Working knowledge of retail life safety, accessibility, signage, and jurisdictional permitting requirements.
• Intermediate skills in Word and Excel, and proficiency in Outlook, experience in MS Project.
• Ability to review construction plans and signage submittals at a basic general level.
• Understanding of lease terms and the ability to review leases for relevant information and dates.
• Ability to effectively and professionally communicate both in writing and verbally.
• Able to adapt to and manage unforeseen schedules and situations.
• Able to use rational resources to solve a multitude of problems and make decisions.
• Able to meet deadlines and is self-directed, professional, thorough and responsible.
• Must be a collaborative team player.