Tenant Coordinator

O’Connor Property Management (“OPM”), the property management and leasing arm of international real estate investment and development group, O’Connor Capital Partners, is looking for a highly motivated self-starting experienced tenant coordinator to manage tenant openings and make an impact on the evolving retail / mixed-use landscape. Our team members deal with the fast pace of retail design and construction by expediting design and construction of our tenants. The tenant coordinator should utilize their problems solving skills, and design guidance to mold tenant brands and project management fundamentals daily to achieve tenant openings that enhance experiences at our properties. OPM has an immediate opportunity in their Palm Beach, Florida office for an individual to join as retail tenant coordinator and drive successful tenant openings. OPM offers industry competitive compensation and benefit packages while providing opportunities to fulfil your need for a challenging work experience.

PRIMARY PURPOSE:  

This position is responsible to effectively self-manage their workload for assigned deals in an effort to expedite tenant openings to enhance Landlord’s opportunity for timely rent commencements.  This position will partner with Leasing, Property Management, Construction, and Development to expedite lease execution and Tenant openings, while also effectively communicating to Senior Management on issues of importance in a timely manner, and ensuring issues identified are pushed with urgency toward resolution.

PRINCIPAL RESPONSIBILITIES:  

The successful candidate’s responsibilities will include, but not be limited to:

• Tenant Coordination is the owner and point of contact for all components associated with getting a Tenant’s store open (which may involve assignments on unusually complex tenants or projects), to include understanding the tenant’s unique needs relating to the condition of the space for each deal and pro-actively helping the Tenant or its Architect to obtain information on existing conditions and local permitting, inspection and construction special requirements and practices.
• Effectively self-manage their workload (requiring little or no supervisory oversight of their work) through the regular use of self-created reports and actively participating in team meetings, as evidenced through proper documentation of deal progression and milestones by note taking and reporting, timely follow ups and expedited turnaround times to open Tenants as early as possible, the ability to see the business side of issues and effectively dialog and communicate with the highest levels of Leasing and Management.
• Exhibit strong team-leadership qualities including the championing of department initiatives, best practices and processes aimed at improving effectiveness and efficiency by adopting them into their daily work.
• Provide a consistently high level of customer services to all customers (i.e, Leasing, Legal, Tenants, etc.).
• Create and maintain a critical path schedule for all projects to ensure that multiple, tasks are being monitored and executed for timely completion.
• Provide timely landlord work estimates (some of which may be quite complex and may involve structural work, site work and turnkey construction) to Leasing, and ensure the Leasing Agent is well versed on the LLW scope and cost so that a deal can be accurately represented to Deal Approval / Investment Committee.
• Be engaged in negotiating landlord work estimates or tenant’s scope of work to help expedite lease execution by direct communication with the tenant (if requested) and effectively communicating with Leasing and Legal, promptly responding to inquiries.
• Review, comment and approve tenant plans to ensure specific mall criteria for compliance and the best design possible.
• Push for the best possible design for each deal through the plan review process.
• Maintain tenant design criteria manuals for each assigned property, to be used by Tenants to design and build stores that will allow for the best possible design within that shopping center.
• Identify opportunities to improve, correct or remove language contained in previously negotiated leases that inhibit the earliest possible opening, place the company at risk for loss or place additional economic burden on the property.
• Ensure that any delivery dates required by a lease with penalties are managed to by monitoring deals in process and escalating any deal that is in danger of missing the delivery date, and proposing solutions to ensure the delivery date is met.
• Through the course of self-managing, anticipate, recognize and escalate issues to the   management team that have a material impact on the property with proposed solutions as applicable.
• Assist tenants (especially local tenants, high impact tenants and those with little or no construction experience) through the design, permitting and build out process.
• Escalate and work with the leasing and development team to explore solutions involving the potential impact on a center with regard to upcoming events (i.e. major tenant closings, expirations, relocations, renovations that impact design, etc.).
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Architectural, construction, engineering or related degree required.
• Minimum of 4 years Tenant Coordination experience preferred.
• Excellent verbal and written communication skills required.
• Familiarity of engineering systems such as electrical, plumbing, sprinkler, FDSC, structural and HVAC (e.g. CW/ HW, conditioned air, multi-zone, RTU, split system, etc.)
• A high level of professionalism with a customer service attitude.
• Team player, self-motivated and excellent time management/ organizational habits. Encourages unity, harmony and teamwork among co-workers.
• Strong problem solving and negotiation skills.
• Depending on the projects to be assigned, advanced skills in construction project management may be required such as: quantifying unusual conditions and scope, bidding and bid analysis, contract and change order negotiation, scheduling and prioritizing, effective task delegation and, delay avoidance (i.e. issues forecasting and action planning).

LEADERSHIP CHARACTERISTICS (PREFERRED)

• Business minded. Thinks and approaches work and issues from a business perspective and what is best for the property.
• Collaboration:  Develops, maintains, and strengthens collaborative relationships inside and outside the department.
• Communication:  Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
• Results Oriented:  Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
• Thoroughness:  Ensures that work is complete and carefully reviews the accuracy of information in their work.
• Flexibility:  Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.
• Adaptability:  Adaptable to the changing nature of the business.