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Tenant Coordinator, Hybrid

3 months ago

Needham Heights, United States Waterstone Properties Group Full time
Job DescriptionJob DescriptionWaterstone Properties Group, Inc. is a privately owned real estate development company founded in 2005 with a diverse portfolio of properties in the United States with more than 50 properties. We specialize in the creation of retail shopping centers, mixed-use properties, corporate headquarters, and campuses, in addition to specialized medical facilities.Waterstone, headquartered in Needham, Massachusetts, specializes in all facets of the business including development, acquisitions, leasing, tenant coordination, property management, marketing, treasury, and finance. Existing Portfolio – Future development projects that need TI (46 supermarket anchored locations)

New Construction Retail/Mixed-Use Developments

Ground-Breaking Spring 2025, Grand Opening Q4 2026

1)     Rock Row – Westbrook/Portland, Maine

Phase 3East:

·       100,000 s/f street-level retail, restaurant, service and entertainment tenantso   1st floor space of residential and hotel buildings, plus 4 free-standing Jewel Boxs·       2 multi-family joint ventures/sales·       1 hotel pad sale (with buyback of 1st floor retail condo)

Subsequent Phases: 

·       Entertainment Phase: Cinemark Movie Theater, Family Entertainment Center, Restaurant and National Golf Entertainment Operator.·       Similar program/size as 3East - We plan to repeat this 4X over as we work our way around the site.  (Residential and hotel over 100,000 + SF of retail)

 

2)     The RIDGE Phase 2 – Rochester, New Hampshire·       100,000 s/f retail, restaurant, service and entertainment tenants. Includes:o   13,500 s/f Crunch Fitness and 30,000 s/f Family Entertainment Centero   4 free-standing pads (ground leases and build-to-suits)o   25,000 s/f two story medical office over retail/restaurants/service·       Multi-family sale/JV – 4 acres

 

The Role:  Tenant Coordinator  (Hybrid role- office in Needham, MA with travel to sites)

The Tenant Coordinator plays a crucial role in facilitating communication and coordination between tenants, asset management, leasing, and construction departments throughout the leasing and development process. They are responsible for managing contracts, overseeing project work, and handling administrative tasks to ensure seamless operations and tenant satisfaction. They are responsible for all tenant activity from Letter of intent through lease negotiation, plan coordination, Landlord and Tenant construction and Tenant opening.  

 

Tenant Relations/Coordination:

·       Serve as a point of contact for tenants regarding their needs, concerns, and requests.  Establish check in procedures for tenant contractors and hold meetings prior to any tenant work.  ·       Builds relations to ensure satisfaction and successful Tenant grand opening, before turning over to Property Operations. ·       Monitor on site construction to ensure conformity with approved plans and design criteria. ·       Provides notification of important dates for move in, grand openings, construction dates for build outs, etc. Advise Landlord of any problems with tenants.·       Provide leasing support and resolution of tenant space configurations.·       Conduct regular inspections of tenant construction/fit-out identify construction issues or safety hazards and direct appropriate action

·       Maintain current and complete certificates of insurance for tenants and vendors

·       Sign Review and Coordination

·       In conjunction with Landlord’s Master Architect, develop robust Design Criteria Manual including Signage Criteria 

 

Contract Management:

·        Draft, review, and negotiate agreements, amendments, and other contracts as needed.·       Ensure compliance with lease terms and conditions, including, plan coordination, delivery notices, contractor, insurance and maintenance responsibilities.·       Track contract deadlines and responsibilities – proactively bring up issues that may arise.

 

Projects:

·       Assist in the coordination of tenant build-outs and renovations. ·       Collaborate with construction to schedule work, obtain permits, and ensure projects are completed on time and within budget and protect the Landlord’s building, where applicable.  ·       Conduct site inspections to verify the quality of work completed and that it was within lease specifications.

Admin:

·       Maintain accurate records and documentation related to tenant communications, plans, equipment and other specifications, contracts and project activities.·       Prepare reports, presentations, and documentation for internal and external stakeholders.·       Coordinate billing and invoicing, ensuring timely and accurate payments. Including handling construction chargebacks and deposits. (in conjunction with the project accountant). ·       Provide information on utilities and base building drawings. ·       Follow up with tenants to ensure timely submission of plans (drawings including sign plans, cut sheets and material sample boards)

 

Collaboration:

·        Works closely with Asset Management, Construction and Leasing departments.·       Participates in regular meetings and provides updates on tenant-related matters and projects. Communicate with leasing and development and provide updates on Tenant submittals, construction start dates and the length of build outs.   

Qualifications:

BS Degree or related experience in Retail Real Estate, Construction, Architecture, or Business.  Previous experience in commercial retail real estate, retail design, construction, or property management desired.

Strong understanding of lease agreements, contract negotiation and tenant relations.

Excellent communication skills, verbal and written.

Highly organized with exceptional attention to detail.

Multitasker – ability to work in a fast-paced environment.

Ability to create construction/tenant coordination abstracts of each Lease agreement, identifying and ongoing tracking of each requirement in the Lease. 

Experience with Microsoft Office Suite, YARDI.

Ability to travel to job sites