Our client is seeking a Lease Administrator / Lease Coordinator to join their team. This role handles all aspects of commercial lease administration and lease transactions. This position offers a significant opportunity to any candidate to create and direct an efficient and inclusive process to negotiate, document, and implement leases while working directly with asset management, legal, accounting, development, and property management teams. This is a unique opportunity to be an integral part of the team and receive valuable exposure to our business.
Serve as the main administrator of tracking leasing prospects via View the Space platform. Update VTS with leasing budget, compare proposed deals to budget, get leasing agents to submit info into VTS, and use VTS to push deals along.
Facilitate the leasing process from LOI (letter of intent) to fully executed lease
Review leasing proposals (LOIs)
Coordinate necessary deliverables prior to finalizing LOIs / Leases: tenant financials, guarantor information, landlord work estimates, etc.
Workflow the LOI to lease draft process and be responsible for the timely completion of lease execution:
Send final LOI and pertinent information to outside legal firm to initiate lease draft
Respond to outside legal lease draft questions and/or route to the appropriate party (construction, asset management, leasing, operations, etc.). Track responses and convey back to outside legal.
Coordinate review of draft leases and lease-related documents
Follow up with tenant and tenant entities for lease information needed and for responses
Facilitate the construction process from fully executed lease to rent commencement date and tenant improvement submittal/payment.
Coordinate delivery of fully executed leases
Send possession/delivery date notices to start Tenant construction / build-out period
Track timeline/completion of any Landlord Work
Track leasing commission payments
Notify Tenant of construction requirements and general timeline (drawings due date, signage submittal due date, typical length for permits) and latest possible rent start date per lease.
Track tenant opening date. Memorialize opening.
Send out commencement letters and track receipt of tenant-executed commencement letters
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.