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Leasing Coordinator
2 weeks ago
**Job Title**
Leasing Coordinator
**Job Description Summary**
**KEY RESPONSIBILITIES**:
- Provide leasing support to the Senior Managing Director, VPs, Senior Director and Manager in the Leasing department
- Preparation of a variety of documents (Agreement to lease, Proposal, Renewal, Termination/Surrender, License Agreements) relating to lease negotiations and other on-going leasing matters for retail, industrial and office portfolios
- Preparation and circulation of Business Approval Forms (BAFs) as required for appropriate owner approvals into Cushman & Wakefield Asset Services Business Activity Tracking System program.
- Tracking and follow up on documentation from leasing team and tenants/brokers, from the offer stage to execution of the final lease form, maintain due diligence tracking for critical dates;
- Conduct lease research as required including reviewing and understanding clauses, restrictions, verifying business terms and assist with interpretation of lease provisions, providing appropriate verbiage for inclusion on offers; summarization of leases and legal documents for review by Leasing Dept;
- Preparation of correspondence, make distribution copies and coordinate circulation of documents and reports;
- Liaise with Tenants, Brokers and Internal staff: Development, Property Management, Legal, Accounting and Marketing teams;
- Receive all incoming inquiries from prospective or existing Tenants and/or brokers and provide general information to clients; act as a department liaison with internal and external clients; maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain high levels of customer service;
- Prepare monthly lease reports and deal tracking with ongoing updates from Leasing and as directed;
- Proficiency in the various systems and databases: shared folders, Sharepoint, Business Approval systems, Toolkit, MRI, Yardi Microsoft Office, Adobe Illustrator, InDesign and Photoshop;
- Assist with the preparation of the department budget and reconciliation process, as required;
- Design and prepare leasing packages for potential clients or to report results to Owners, including presentations using Word, Excel Illustrator and/or Power Point and complete other presentation materials for Leasing team as required;
- Maintain tenant files, obtain credit information, track written notice timelines, and follow up on counter-signed letters and deposits. Keep appropriate spreadsheets and database regularly updated;
- Coordination of Cushman & Wakefield Asset Services’ participation in industry trade shows (ICSC Toronto & Whistler);
- Assist with the updating of leasing plans, space reconfigurations and profiles of properties;
- ** **Detailed research, analysis and recommendations to support deal terms and material clauses in a pending negotiation (retailer research, rent analysis, co-tenancy reviews, etc.)
- ** **Comprehension and participation in the Leasing processes - understanding how decisions are made on business terms, merchandising, etc.
- ** **Ownership and leadership in creating and maintaining efficient process in the Leasing department (i.e. creating formal templates, check sheets to maintain consistency, etc.)
- ** **Build strong relationships with internal cross-functional groups and external companies - including site teams, legal, development, brokerage firms and retailers
- Collect information on retailers; assist with Market Research
- Brand knowledge - understand the up-and coming trends; understand how consumer demands are changing and how that relates to our business
- Participate in internal and client facing meetings, whether it is to take minutes, or to contribute ideas
- Photocopying, faxing, scanning, filing, and prioritizing of mail for the Leasing Dept;
- Submitting leasing invoices for payment and basic accounting cost allocations;
- Maintaining schedules and appointments for the Leasing Dept, as required;
- Other duties as required
**KNOWLEDGE, SKILLS AND COMPETENCIES**:
- Ideally over 5 years administrative experience
- Excellent Mathematical skills;
- Detailed oriented with excellent organizational and problem-solving skills;
- Excellent interpersonal and written/oral communication skills, professional and courteous manner;
- Excellent time management ability, strong ability to multitask and work under pressure with short deadlines;
- Ability to prioritize tasks and work independently for multiple team members;
- Self starter; proactive thinker and flexible;
- Proven ability to work in a team environment, at ease with all levels of management (internal and external);
- Proficiency in Microsoft Office (Word, Excel, Outlook) a must;
- Familiarity with Adobe Suite (Reader, Illustrator & InDesign), Propidex, Sharepoint, Yardi and MRI an Asset
- Understanding of Lease and Offer to Lease clauses a
