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Tenant Coordinator

3 weeks ago

Toronto, Ontario, Canada First Capital Full time
First Capital [TSX: FCR.UN] owns, operates, and develops grocery anchored open air centres in neighbourhoods with the strongest demographics in Canada. Through the expertise and collaboration of our team, we create thriving properties which generate value for businesses, investors and our neighbourhoods. As one of the Greater Toronto Area's top employers, we foster a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment. THE ROLE:    The Tenant Coordinator is responsible for maintaining consistent and thorough communication with tenants, leasing, construction, and operation teams at various mixed-use projects in the FCR portfolio. You will act as a liaison between our tenants and our internal teams to ensure and fulfill tenant requirements and increase overall tenant satisfaction.   WHAT YOU WILL DO:
  • Collaborate with the Construction and Property Management Teams to ensure the Asset Information Matrix is up to date, maintained and available to all users.
  • Collaborate with leasing and tenants to ensure the Tenant Coordination Portal is up to date and maintained for all new deals in the Region. Assign internal review and manage the schedule for tasks FCR is responsible for delivering such as drawing review, insurance approval and other communication.
  • Monitor and manage the pre-lease account for the Region, to prioritize cost recovery.
  • Collaborate with construction and leasing teams to ensure cost information is included in new deal proposals as required and reallocation is completed within the project accounting.
  • Manage and process all Tenant Inducement applications for the Region. Report on aged liabilities and management of FCR responsibility to accrue costs and forecast payment. 
  • Coordinate with the construction and leasing teams to ensure the budgeted possessions forecast is up to date and communicated to the Construction team. Report on actual possessions compared to the budgeted list and reconcile costs and schedule quarterly.
  • Manage all tenant documents and drawings for the Region. Ensure project files are up to date and managed per department process requirements.
  • Liaise with the tenant to collect all documentation required to support existing tenant renovations.  Report on the project and collaborate with the Construction team to assign the internal review process.
  • Collect and issue the VP Memo and Welcome Letter for all new deals. Collaborate with leasing and property management to gather the documents and ensure communication with the tenants is thorough and complete.
  • Issue formal Possession Letters to tenants in accordance with the department process and policy. Ensure internal distribution is complete and recorded.
  • Assist in coordinating on site tenant meetings with the Construction team as required, including pre-possession review, key release and deficiencies walk throughs.
  • Manage multiple projects simultaneously. 
  • Assist with the lease administration process including Construction Request Summary budgets and LLW Schedule C review as requested.
  • Liaise with internal teams to ensure all tenant concerns are addressed, including accounting, possessions, events, and operational concerns.
  • Track and follow up with tenants directly to ensure that all construction requirements (insurance, WSIB, notice of projects, permits) are obtained and correctly addressed prior to possession and construction.
  • Ensure all closing documents for the tenant's space (vacant possession notices, key releases, tenant drawings) are obtained and available.
  • Monitor and inspect progress of Tenant's work to ensure Tenant's Contractor abides to rules and regulations and address any site conditions that may arise.
  • Visit each assigned properties regularly to properly coordinate tenant construction activity and maintain ample familiarity.
  • Attend project meetings and prepare project notes and action items as well as communication of schedule, action items to project team when required.
  • Provide general project coordination support as required in support of the Construction Project Management team.
  • Assume responsibility and oversight of special projects and manage all Tenant Coordination activities as directed.
  • Other duties, as required and assigned.
  WHAT YOU BRING:
  • Completion of a post-secondary degree or diploma.
  • Experience in providing exceptional customer service in real estate, retail, or service environment. 
WHAT YOU NEED TO BE SUCCESSFUL:
  • Excellent written and oral communication skills, with the ability to offer solutions to complex issues.
  • Confident, friendly, and courteous with a strong service-oriented platform.
  • Self-motivated, a strong problem solver and able to work effectively independently and in a team environment.
  • Adaptable with strong organizational skills and an eye for detail and accuracy.
  • Analytical with an aptitude for math and numbers.
  • Advanced level skills in Microsoft Office.
WHAT WE OFFER:   We invest in People. Along with our competitive compensation packages—we're always thinking of new ways for our people to share in the company's success. We are very proud to offer the following to our employees:
  • Company-matched savings plans
  • Fully paid Extended Healthcare benefits from day one 
  • Annual wellness subsidy
  • Tuition & development program
  • Employee referral program 
  • Rewards and recognition programs
  • Paid time off during December holiday season
  • Parental leave benefits
Our people are what makes us different. At First Capital we are committed to workplace diversity and inclusion within our organization, therefore, we encourage all qualified persons from all backgrounds to apply. Accommodations are available, upon request, to all applicants with disabilities throughout our hiring process. To discuss any accommodation, please email us