Leasing Coordinator

The role is focused on assisting with the progression of retail leasing and development projects through structured communication, document preparation, and diligent prospect follow-up. The Leasing Coordinator supports the full leasing lifecycle by maintaining organized records, coordinating outreach, preparing agreements, and ensuring leasing activities move forward efficiently and in alignment with established processes. This position requires a high level of accountability and attendance consistency. The successful candidate must be dependable, punctual, and able to manage responsibilities without frequent absences, as interruptions in support directly impact project timelines and executive workflows. This position works closely with internal departments, legal counsel, brokers, and prospective tenants to support Downtown OWA leasing initiatives and ensure accurate documentation and timely execution of agreements. This position reports directly to the Senior Director of Leasing & Retail Development.

DUTIES AND RESPONSIBILITES:

• Assist the Senior Director of Leasing & Retail Development with moving leasing and retail development projects forward through administrative coordination and follow-up
• Support outreach efforts by contacting prospective tenants to gather business information, financial documentation, and operational details as requested
• Serve as a support point of contact for inbound leasing inquiries and approved third-party lead sources
• Prepare, draft, edit, and correct lease agreements, Letters of Intent (LOIs), amendments, and other agreements formed in conjunction with retail development efforts
• Coordinate document revisions and approvals with internal departments, legal counsel, brokers, and external parties
• Maintain organized records of leasing documents, correspondence, and deal status for internal tracking and executive review
• Assist in assembling leasing packages, availability sheets, rate summaries, and property information materials
• Track prospect progress, document key milestones, and monitor timelines for LOIs, proposals, and agreement execution
• Schedule meetings, site tours, and follow-up communications related to leasing activity
• Support preparation of internal status reports, summaries, and updates related to leasing pipelines and project progress
• Assist with basic market research and data collection to support leasing discussions and documentation
• Coordinate with Marketing and third-party real estate brokerage firm to ensure leasing materials and listings are accurate and up to date
• Maintain professional, organized communication and ensure compliance with internal procedures and lease requirements
• Perform other administrative or support duties as assigned

REQUIRED SKILLS AND COMPENTENCIES:

• Strong administrative, organizational, and documentation skills
• Demonstrated history of consistent attendance, punctuality, and reliability; this role requires dependable daily presence due to time-sensitive responsibilities
• Ability to draft, edit, and manage professional correspondence and contractual documents
• Familiarity with commercial lease terminology and agreement structures
• High attention to detail and accuracy when handling contracts and records
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Professional communication skills with internal teams and external partners
• Strong working knowledge of Microsoft Outlook, Word, Excel, and document management systems; candidates will be required to complete a skills test

PREFERRED QUALIFICATIONS:

• High school diploma or GED required; associate or bachelor’s degree preferred
• Minimum of five (5) years of administrative, leasing support, legal support, or related experience
• Valid driver’s license and social security card
• Ability to lift up to 20 lbs. unassisted and up to 40 lbs. with assistance
• Ability to work indoors and outdoors in varying weather conditions
• Willingness to work nights, weekends, holidays, and irregular hours as needed

COMPENSATION AND BENEFITS:

• Full-time position offering health benefits, paid time off, 401(k) eligibility, and other benefits in accordance with company policy