Office Administrative Coordinator

EDENS is committed to creating and fostering a workplace that is diverse, inclusive, and equitable. Our goal is to build and develop an organization that is a collective of diverse and talented people who find ways to Enrich Community using ideas that reflect the best of their unique points of view. We are passionate about our work and are looking to attract and retain individuals who are excited about being part of our community.

Responsibilities of the Florida Office Administrative Coordinator role:  

• Handles administrative needs for the Florida office including but not limited to: managing stock of office inventories (kitchen, print room, etc), set up for meetings, in-office printing, coordination with IT and set up for new employees, coordination with building staff, planning of team events and programs.
• Handles administrative needs for the Managing Director in the Florida region including expense reporting, meeting scheduling, document preparation, etc.
• Handle all administrative needs for the leasing team, including telephone support, travel, expense reporting, filing, correspondence, scheduling, marketing material organization and distribution, coordinate tenant coming soon signage, document support, production reporting and other administrative responsibilities as needed.
• Ensure the accurate and timely import of data into Dynamics, the leasing pipeline and relationship management system, while maintaining data integrity and meeting deadlines.
• Answer questions from current and potential tenants regarding available leasing space and help tenants with issues or questions.         
• Update all marketing materials; prepare marketing packages for Leasing Agent use and/or distribution externally.
• Collect information on qualified prospects for the leasing agent. This includes tenants’ information sheets, tenant financial information, and tenant credit reports.
• Run credit reports on potential tenants, securely file and distribute information to Investments and Leasing.
• Prepare information for the review of the leasing agent, including letters of intent, lease renewals, leasing proposals, and brokerage agreements.
• Organize, file and maintain all documents necessary for brokerage agreements. Prepare a monthly brokerage tracking sheets for distribution to Leasing agents.  Follow up as needed for missing paperwork or forms. 
• Set up meetings and schedule appointments as requested by Leasing agents, maintain senior employees’ calendars and assist in coordination of company conference rooms, attend onsite meetings as needed to show space and meet with retailers.
• Collect all paperwork that need to be signed. Follow up with tenants and regional offices to ensure all paperwork is returned in a prompt manner. 
• Provide comprehensive administrative support to departments within the Florida region, including Investment Management, Development, and Property Management, fostering seamless collaboration and ensuring the efficient execution of tasks.
• Support Property Management team in vendor invoicing, tenant communication, collection of COIs, etc.

 Requirements: 

• BS/BA Preferred
• Experience in transactional commercial real estate environments, such as commercial real estate law firms or commercial real estate development firms, is a plus.
• Experience with retail real estate transactions, particularly leasing and/or construction/development, is preferred.
• Requires demonstrated tact and diplomacy especially concerning phone procedures. Must have a high level of interpersonal skills to handle sensitive and confidential situations.
• High level of self-organization as well as demonstrated ability to keep others organized
• Must be self-reliant, self-directed, with ability to work in a deadline driven, fast paced environment.
• Proficiency in all key MS Office applications, especially Outlook, Word and Excel. Preference for comfort with technology and AI tools.
• Analytical ability is required to find solutions to various administrative problems and prioritize work. Must be assertive and vocal in asking for help if confused on a task or priority.