Senior Tenant Coordinator

Job description

Job Location: Corporate Indianapolis SIMON Tenant Coordination is looking for highly motivated self-starting architects, tenant project managers, interior designers, or experienced retail and restaurant tenant coordinators to drive tenant openings and make an impact on the evolving retail landscape. Our team members deal with the fast pace of retail construction by expediting design and construction of our tenants. Our tenant coordinators utilize their problems solving skills, design guidance to mold tenant brands, and project management fundamentals daily to achieve tenant stores that enhance our patron’s experiences at our properties. SIMON offers industry competitive compensation and benefit packages while providing opportunities to fulfil your need for a challenging work experience. PRIMARY PURPOSE: This position reports to the Division Manager / Director of Tenant Coordination, and is responsible to effectively self-manage their workload in an effort to expedite Tenant openings to enhance Landlord’s opportunity for earlier rent commencements. Effective self-management includes, but is not limited to, championing corporate / department initiatives, implementing department best practices and utilizing systems and tools provided in a way that optimizes the quality and quantity of their work. This position is also responsible for partnering with Leasing, Legal Leasing and Mall Management to expedite lease execution and Tenant openings, while also effectively communicating to TC Management issues of importance in a timely manner, and pushing issues 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, to include understanding the condition of the space for each deal and pro-actively helping the Tenant or it’s Architect to obtain information on existing conditions and local permitting, inspection and construction special requirements and practices. Effectively self-manage their workload through the regular use of COGNOS reports and actively participating in regional meetings, as evidenced through proper documentation of deal progression and milestones in Status Notes in SSLE, 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 various levels of Leasing and Management. Exhibit 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 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, simultaneous and sequential tasks are being monitored and executed for timely completion. Provide timely LLW Estimates (including dollars and scope of work) 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 Committee. Effectively utilize exception processes where necessary (Bid Exception, Start Work Before Executed Lease), to accelerate LLW to allow for the earliest possible opening. Be engaged in negotiating LLW or Tenant scope of work to help expedite lease execution by effectively communicating with Leasing and Legal, promptly responding to inquiries and documenting these items via Change Logs in SSLE. 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, and utilize the Tenant Prototype Design program properly. 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 company. 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 Division Manager / Director that have a material impact on the company 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 Division Manager / Director 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.). Evaluates their workload and escalate instances where volume is high or if they have capacity to help other team members to the Division Manager/Director. Other duties as assigned. MINIMUM QUALIFICATIONS: Architectural, construction, engineering or related degree preferred. Minimum of 1 year 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.