Audrey Bird, Associate Director| | 212-584-7880

Tenant Coordinator-Small Shop Tenants

Paramus, NJ


General Purpose/Summary of Job:


Our client’s retail portfolio comprises roughly 87 assets enclosing more than 14.6 million square feet in 16 states and Puerto Rico. Properties included enclosed regional malls, power centers, neighborhood centers and single-tenant buildings. Mall tenants include department stores, theaters, in-line shops, restaurants, kiosks, carts, other revenue-generating activities and outparcels. Power and neighborhood centers include big boxes, junior boxes, other shops, grocers, gas stations, outparcels and other revenue-generating activities. The client has multiple development and redevelopment projects underway at all times. It also acquires and sells properties.

 The Tenant Coordinator is responsible to work with the leasing & legal team through the lease negotiation process, design and construction of landlords work & manage the tenants’ buildout process of spaces greater than 10,000 sf throughout the portfolio of shopping centers from initial lease negotiations through tenant opening, with the primary goal of getting tenants open as quickly and efficiently as possible. This position will work closely with multiple in-house departments including leasing, legal, operations, construction, and development, as well as with tenants, architects, engineers, city officials, and contractors. Tenant Coordinators work in concert with the leasing team by efficiently organizing and actively motivating tenants through the entire TC process.

The successful candidate will manage all phases of development and construction of retail properties throughout the US and Puerto Rico and must be able to:

  • Coordinate with Leasing and Legal departments during lease negotiation to review and produce work letters, budgets and exhibits which include, Landlord’s work, tenant design criteria, & LODs
  • Upon lease execution, retain and oversee the design team of architects and engineers in the development of construction documents for Landlord’s work; coordinate and review construction documents for completeness and consistency with the requirements of the lease
  • Prepare bid package for distribution in accordance with company policies and procedures; review bids upon receipt for completeness and compliance with project budgets
  • Manage the permitting and execution of Landlord’s work, working with the design team and contractor to ensure that all delivery conditions and timing are in compliance with the lease requirements; this includes development and monitoring of project schedule, facilitating regular on-site meetings with the project team to review progress, timely resolution of conflicts, and review of potential change orders
  • Establish a working relationship with tenants and coordinate timely submission of plans for tenant’s Work as prescribed in the lease documents
    • Complete design and constructability reviews of tenant document submissions and communicate corrections and modifications to meet established criteria and design intent established in the lease
    • Monitor and assist tenants with timely procurement of permits for tenant’s work; ensure submission of permits and required insurance prior to the commencement of tenant’s work
    • Monitor progress of tenant’s work to ensure compliance with approved tenant plans and timely completion and opening
    • Upon completion of tenant’s work, obtain “as-built” drawings from tenant & closeout of the tenant’s construction process

Job Qualifications:

Candidates must be able to:

  • Rapidly absorb and understand new information
  • Analyze and organize information, discern key elements and identify relationships between them
  • Use logic and common sense in decision-making, moving quickly or deliberately as appropriate
  • Quickly grasp abstract, conceptual matters
  • Show imagination in developing new, creative approaches to problems or in modifying existing approaches
  • Create sensible, realistic and practical solutions
  • Be intellectually honest, “play fair: and “do the right thing”
  • Overcome obstacles with available resources and “do it now”
  • Efficiently and productively plan, organize, budget, schedule and execute assigned tasks; manage multiple assignments and priorities; always have contingency plans; adapt quickly to changing circumstances and priorities
  • Perform under heavy time and workload pressure
  • Be personable, likable, a listener and a team player
  • Communicate effectively orally and in writing one-on-one, in small groups and in public; be comfortable with everyone from the field property manager to the CEO; when necessary, be assertive without being abrasive


  • Bachelor’s degree, in architecture, engineering, construction or related field
  • One to three (1-3) years’ experience in architecture, engineering, construction or real estate development with a strong emphasis on designing and building retail projects
  • Basic understanding of the land use entitlement, development, and construction processes
  • Knowledge of design and construction technology related to site work, structure, MEP, and roofing sufficient to recognize potential issues with design and/or construction in progress