Tenant Coordinator/Leasing Analyst

POSITION: Tenant Coordinator/Leasing Analyst

DEPARTMENT: Investments/Asset Management

REPORTS TO: Vice President, Leasing & Investments

SUPERVISES: None

LOCATION: Daytona Beach corporate office

Job Description

CTO seeks a Tenant Coordinator/Leasing Analyst to join its Investments and Asset Management teams. The Tenant Coordinator/Leasing Analyst will be an integral part of CTO’s efforts to maximize occupancy and profitability of CTO’s portfolio of multi-tenant retail properties, from lease inception to tenant improvement work and occupancy. This position will also support the Asset Management team in tracking and managing a variety of day-to-day asset management matters.

This includes the following responsibilities:

• Leasing Analyst and Operations:
• Assist with underwriting new leases and tracking new lease activity across the portfolio.
• Prepare internal leasing proposal packages for CTO’s senior management for deal review and approval.
• Communicate terms and conditions of leases to tenants and internal stakeholders.
• Oversee the administration of lease agreements, ensuring compliance with terms and conditions, including collaboration with legal, construction and property management. Assist in facilitating lease renewals, amendments, and terminations as necessary.
• Ensure that lease terms, critical dates (rent increases, renewals, expirations), and conditions are accurately recorded and tracked in the company’s lease management system.
• Monitor and proactively act upon key dates for lease expirations, renewals, and other lease-related events and deadlines in order to maximize the financial performance of the company’s properties.
• Assist in the creation of lease abstracts, including key dates, lease expirations, monthly rent charges, and other obligations.
• Collaborate with internal teams to ensure all relevant internal CRM trackers and external marketing platforms are up-to-date and accurate.
• Prepare lease-related reports, including occupancy reports, rent rolls, and financial summaries.
• Maintain accurate and up-to-date lease files and databases, ensuring all documentation is properly stored, organized and accessible.
• Generate ad hoc reports for management as needed.

Tenant Coordination:

• Maintain “Property Information Sheets” on each property – required vendors, contacts, insurance, and other general information.
• Abstract lease documents into Procore to track deliverables and key dates.
• Track tenant activities and key dates from lease execution to opening. Specific attention to delivery requirements (COI, utility transfers, permitting process, etc.).
• Track tenant security and contractor deposits
• Maintain electronic drawing archive on One Drive and Procore.
• Liaise with Operations, Accounting, Marketing, and Leasing.
• Facilitate introductions and turnover of Tenants to Operations and Marketing as projects move through development processes.
• Track tenant delivery and rent commencement date agreements.
• Track all tenant certificates of insurance and ensure current certificates are on file evidencing both property and liability coverage as required by each lease.
• Track all service contracts held directly by tenants (e.g., HVAC and other tenant maintained services) to ensure required services remain current and in compliance with lease obligations.

Accounting:

• Process invoices to AVID for Landlord Work or CapEx projects.
• Manage accounting forms required for invoice processing (new vendor, wire, payment request, manual check requests).
• Follow up with accounting on past dues.
• Create and manage cost tracker for project budgets.
• Submit and oversee the payment process for Tenant Allowances.
• Coordinate with AP on completed projects charged to the appropriate code in the Company’s accounting system.
• Request and maintain Job Codes for Landlord and CapEx work; coordinate with Asset Manager

Qualifications:

• Bachelor’s degree in business administration, real estate, or a related field (preferred).
• 3-5 years of experience in commercial real estate, brokerage, property management, or lease administration.
• Excellent communication and interpersonal skills, with a customer-centric approach.
• Strong analytical skills with the ability to interpret complex legal and financial documents.
• Detail-oriented and organized, capable of managing multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite and real estate software applications.
• Willingness to travel as required.
• Strong prospecting and lease negotiation skills.
• Strong verbal and written communication skills, including a high standard of professionalism and responsiveness with both internal and external stakeholders.
• Ability to work independently and as part of a team with exceptional organizational skills and a strong proficiency in multi-tasking and meeting deadlines in a demanding, fast-paced work environment.
• Willingness and ability to think critically real-time, demonstrate good judgement and problem-solving skills in high pressure situations.
• Willingness and ability to accept feedback with a growth-oriented mindset.
• Possessing a strong work ethic, integrity, honesty, and drive.

Work Environment:

• This position is primarily in-office at the company’s Winter Park or Daytona Beach corporate office, and will occasionally involve on-site visits to properties.
• Full-time, typically during normal business hours, with occasional after-hours or non-business day work depending on project deadlines and portfolio needs.