Retail Leasing Coordinator

Company Description Robert B. Aikens & Associates, LLC is a privately held real estate development and management company with over 40 years of experience creating successful shopping centers across the Midwest and southern United States.

We are seeking an experienced Retail Leasing Coordinator to support our Leasing and Development team within a boutique Commercial Real Estate company. This position plays a key role in the leasing process by providing administrative, operational, and transaction support. Retail Lease Coordinator will be responsible for lease administration, including preparing leasing proposals & letter of intents; organizing, distributing, and saving all executed lease documents, entering deals into internal systems and tracking them, compiling marketing packages for prospective tenants and brokers as well as gathering and updating market information. Will also prepare leasing and sales reports, review lease language, process broker invoices, and coordinate department meetings. Must have experience understanding legal lease language and ability to interpret same. Familiarity with commercial retail lease agreements and/or paralegal experience a plus. Position requires excellent phone, internet, and computer skills. The qualified candidate must be well organized with excellent follow-up and oral and written communication skills, be able to work independently and take initiative.

Lease Administrator Duties

·      Prepare leasing proposals, Letters of Intent (LOIs), lease amendments, and other transaction-related documents.

·      Prepare Lease Review Sheets and circulate for internal review.

·      Process lease renewals, assignments, and other lease modifications while coordinating transactions with outside legal counsel as needed. Communicate new deals and transactions with outside attorney as necessary.

·      Draft and manage lease-related documents, including estoppel certificates, SNDAs, landlord lien subordinations, operating agreements, tenant default notices, and other legal documents.

·      Review and analyze lease agreements, including preparation of lease abstracts, with a thorough understanding of key business terms such as co-tenancy provisions, exclusives, delivery and rent commencement dates, sales-based termination rights, and other critical lease provisions.

·      Responsible for lease status reports, expirations, and organizing, distributing, and saving all executed lease documents.

·      Prepare monthly sales reports and distribute them to team.

·      Coordinate weekly Real Estate Committee meetings and monthly Leasing meetings, including scheduling, preparing meeting materials, documenting action items, and following up on outstanding tasks.

Cross-Functional Real Estate Support

Development Support

·      Assist and coordinate the processing of a variety of real estate and development documents, including correspondence, proposals, purchase agreements, confidentiality agreements, and other transaction-related material.

·      Communicate with multiple departments including construction, tenant coordination, development, accounting, and facilities management.

·      Coordinate company participation in ICSC events, including travel arrangements, meeting schedules, and event logistics.

·      Collect prospective tenant financials for CFO.

·      Conduct outreach to prospective tenants, as directed, to identify leasing opportunities and gauge interest in new locations or expansion.

·      Assemble lease files for new tenants and track new lease critical dates. Communicate schedules with Tenant Coordinator / Construction Manager.

·      Coordinate with accounting on lease setup, rent schedules, and related financial records. 

·      Partner with the Marketing team to ensure new tenants are accurately promoted through the company's website, shopping center directories, social media channels, and other marketing platforms.

·      Produce area retail maps, site plans, and other lease exhibits. Placer AI experience preferred.

General Office Support

·      Shared responsibly for answering incoming phone calls for The Management Company and The Village of Rochester Hills.

·      Provide general administrative support with office duties such as sorting mail, preparing mailing labels and filing. Shared responsibilities with ordering supplies, stocking fridge and cabinets and ordering lunch as needed for meetings.

·      Contribute to the day-to-day operations of the office by helping order office and kitchen supplies, stocking common areas, coordinating meeting refreshments and lunches, and assisting with other administrative tasks as needed.

Qualifications

·      Minimum of 3 years experience in commercial real estate as a Lease Administrator, Real Estate Coordinator, Legal Assistant, Paralegal or in a similar role.

·      Bachelor’s degree is preferred 

·      Experience with retail leasing, shopping centers, and commercial lease administration strongly preferred. 

·      Demonstrated ability to interpret complex legal documents and apply lease language preferred.

·      Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Teams, and other related applications. 

·      Strong interpersonal skills, written and verbal communication skills.

·      Ability to work independently and meet deadlines.

  Self-Motivated and general willingness to get the job done.