Marketing/Leasing Assistant

General Summary

Provides support to Senior Regional Director/Market Leader.  Perform various duties that are necessary to support high volume regional leasing/marketing activities. Assists marketing related projects with marketing department.

Provides administrative support to office staff.   Performs various duties including coordinating travel plans and preparing expense reports, arranging meetings and conference calls, preparing related correspondence and reports, updating spreadsheets and databases, preparing client/partner presentations, creating and maintaining filing systems, assistance with document inventories, and so forth.

The following are general characteristics of the job, although duties may vary.

Essential Job Functions

Market Research and Marketing: 

• Work with marketing department on the creation of FR-branded flyers and brochures for all of our available spaces.
• Work with marketing department to create marketing emails to brokers regarding available spaces.
• Manage FR marketing piece inventory. 
• Order marketing boards for vacancies.
• Work with property managers to manage vacant suite floor plans.
• Schedule and organize broker events in coordination with corporate marketing department.
• Collect market information; assist in preparing market analysis for development, new investments, and leasing. Maintain database of competitive properties for availabilities and rates, broken down by vacant suite and submarket. 
• Ensure that all available spaces posted to our public website and other applicable sites (Costar/Loopnet) are accurate and in accordance with FR’s website listing policy. Coordinate with corporate marketing department to make updates/changes to any online listings.

Leasing and Lease Approvals:

• Assist region with administrative functions for leasing including: drafting confidentiality agreements, generating Lease Analysis Forms (LAF), pulling reports for tenant Financial Review, submit deal terms & exhibits to legal to draft leases and amendments, and other tenant-related documents as assigned.
• Maintain all leasing related documentation and reports for staff meetings including deal tracking spreadsheets.
• Process executed leases (send lease announcement to region with contact information, TI description, etc., uploads VPO approval to shared folder, upload any environmental approvals, generate a commencement letter, and distribute lease to all necessary parties)
• Track lease deals and submit to marketing for press releases.

Broker Process:

• Generate initial drafts of commission and listing agreements in HotDocs; review revisions to agreements and obtain legal assistance where needed for changes to our standard forms.
• Process broker commission agreements and payments.
• Maintain database related to broker listing agreements. Track expiration dates and manage renewals.

Tenant Communications and Other Assignments:

• Send template email to tenants for proposed assignments or subleases.  Collect all required information and send to credit for review and legal to draft consent documentation.
• Prepare options and expansion notices.
• Digital filing as required in internal document storage of leasing and property management documents as assigned.
• Assist Houston on “as-needed basis” with similar tasks
• Additional duties assigned

Knowledge, Skills, and Abilities

• Knowledge of general leasing/marketing concepts and practices at a level normally acquired through completion of one to three years of related work experience necessary to gain knowledge of real estate leasing/marketing techniques.
• Good interpersonal and telephone communication skills.
• Good written, editing, and communication skills including ability to prepare accurate and appropriate documentation; excellent grammar, punctuation and spelling skills.
• Have excellent MS Word, Excel and Outlook skills.
• Internal Contacts:  All levels of personnel, corporate and regional, to gather and exchange information regarding marketing and leasing activities.
• External Contacts: Prospective tenants, vendors, brokers and organizations to exchange information.

Physical Requirements

• Work requires occasionally lifting and/or carrying objects weighing up to 10 pounds when preparing advertising materials for open houses, etc.
• Work requires frequently stooping and bending to store, retrieve, package, and ship marketing materials and promotional items.
• Work requires walking and/or standing for extended periods of time when attending broker events and “open houses”.
• Work is typically performed in a normal office environment where there are relatively few physical discomforts due to dust, dirt, noise, and the like.  
• Work requires occasional travel within the portfolio.

Equal Employment Opportunity

First Industrial Realty Trust, Inc. is an Equal Opportunity Employer Committed to Diversity, M/F/D/V