POSITION SUMMARY:  Our client is seeking a highly organized and proactive Tenant Coordinator to function as the central liaison between tenants, internal leasing, legal, development and construction teams, as well as the authority having jurisdiction. The Tenant Coordinator shall oversee the comprehensive coordination and overall tenant project management of tenant and landlord lease deliverables from lease execution, through initial design, permitting, and construction, through opening and rent commencement, to ensure Tenants adhere to the lease agreement, as well as the design and construction standards set forth for each retail project. The ideal candidate will be an excellent communicator, both written and verbal and play a critical role in managing Tenant deliverables and schedules to ensure the successful delivery of retail spaces that meet the company’s high standards of quality.  Interfaces with:  Development/Construction, Property Management, Legal, Leasing, Acquisitions and Accounting.

RESPONSIBILITIES:

• Function as the primary liaison for Tenants throughout design, permitting and tenant construction process, effectively communicating on all schedule, design, permitting, and construction related requirements.
• Collaborate with internal leasing, legal, development and construction departments to assist with the lease review and execution.
• Address Tenant inquiries and provide regular detailed updates on the project’s construction status.
• Review Tenant concept plans and construction drawings to ensure compliance with the lease/workletter requirements.
• Provide tenant improvement budgets from workletter requests from the leasing team.
• Coordinate the landlord's review and approval of tenant drawings with internal teams and external consultants.
• Assist the leasing team by providing information regarding new and existing space conditions and landlord work requirements.
• Track and report on tenant construction schedules to ensure required opening and rent commencement dates are adhered to.
• Facilitate pre-construction meetings with tenants, tenant contractors, and property management, as applicable.
• Manage the turnover process of the tenant space, including conducting walk-throughs, and punch lists associated with the landlord’s work requirements.
• Conduct periodic on-site inspections throughout tenant construction to verify that the work aligns with approved plans and design standards.
• Maintain accurate project documentation, including project schedules, permits, drawings, and closeout documents.
• Verify that tenants and tenant contractors provide the required certificates of insurance and building permits prior to commencing work in the premise.
• Ensure the timely processing and release of tenant allowances upon completion of the space and tenant’s submittal of all prerequisite documentation.
• Manage project closeout procedures, including final inspections, certificate of occupancy, as-builts and lien waivers.
• Maintain detailed records of tenant communications, project milestones, and any changes to construction plans.
• Assist in resolving any disputes or challenges that arise during the construction process, working to find mutually beneficial solutions.
• Track and send notices regarding delivery dates, tenant plan approvals, and tenant sign approvals.
• Track tenant openings and inform relevant departments when tenant begins operations.
• Ensure utility meters are transferred into tenant’s name upon delivery of premises.
• Create and distribute Tenant Construction Rules and Regulations for the Shopping Center under development.

REQUIREMENTS:

• Experience with a general contractor or retail developer is strongly preferred.
• Understanding of retail lease provisions and the retail development process, from lease negotiation to grand opening
• Experience in managing design consultants (architectural and civil engineering), managing general contractors and budgetary oversight.
• Ability to comprehend complex construction drawings and legal documents (lease and lease construction exhibits, Site Development Agreements, etc.) and capable of reviewing documents to ensure conformity to Company and/or tenant’s construction standards. Skilled at tracking and analyzing construction costs to meet pro-forma objectives and recommend budgetary adjustments as appropriate.
• Must be available to travel and work varied and flexible hours.
• Must be highly trustworthy and able to manage confidential and sensitive real estate financial and transactional information appropriately.
• Must possess excellent interpersonal skills and can communicate effectively with all levels of internal and external customers and contractors both verbally and in writing. External customers include contractors, design consultants, construction and RE representatives for national retail, anchor tenants and tenant contractors and consultants, and governmental agencies. Internal customers primarily include investments staff, development accounting, leasing, and property management.
• Qualified candidates must possess exemplary leadership skills and be highly motivated and able to work with minimum supervision in a multi-task, dynamic, team environment.
• Must possess strong quantitative, critical thinking skills and time-management skills.
• Ability to read and understand construction drawings.
• Basic familiarity with engineering systems such as mechanical, electrical, plumbing and fire sprinkler systems.
• Excellent organizational and time management abilities, with a strong attention to detail.

QUALIFICATIONS:

• BS in Construction Management, Civil Engineering, or Architecture strongly preferred.
• Minimum of 3 to 5 years’ experience in the management of construction projects with emphasis on retail.
• Supplemental education from ICSC or related industry groups is a plus.
• Excellent written and verbal communication, negotiation, and interpersonal skills.
• Highly organized with strong attention to detail and the ability to manage multiple projects simultaneously.
• Must be proficient with Microsoft Office software including Excel, Word, and Project. Knowledge of other construction tracking and reporting or job cost software is desirable (MRI and Adobe/Bluebeam Revu).

About Poline Search Partners

Poline Search Partners 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.

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