What are the responsibilities and job description for the Transaction Coordinator position at Intelica?
The Transaction Coordinator (Tenant/Occupier Focus) is responsible for overseeing the full lifecycle of lease agreements for the tenant/occupier’s real estate portfolio while supporting lease transactions. This role ensures lease compliance, financial accuracy, and operational efficiency while providing critical transaction coordination. The ideal candidate will excel at tracking critical lease details, managing tenant obligations, negotiating lease terms, and collaborating with clients, landlords, and internal teams to meet tenant needs and mitigate risks.
Key Responsibilities:
Lease Oversight and Compliance (40%)
- Interpret, review, and ensure compliance with tenant lease agreements, identifying risks and opportunities for the occupier.
- Maintain centralized records of lease documentation, critical dates, and tenant financial obligations.
- Track lease milestones such as renewals, terminations, rent escalations, and option periods to ensure timely actions that align with tenant goals.
- Collaborate with legal, finance, and client teams to ensure lease obligations are met and potential risks are mitigated.
Financial Management and Reporting (20%)
- Review and verify rent components such as base rent, operating expenses (CAM, real estate taxes, insurance), and CPI adjustments to ensure accuracy.
- Collaborate with the client’s accounting team to resolve billing discrepancies and ensure accurate invoicing and payment processing.
- Conduct audits of landlord-provided reconciliations, including CAM, insurance, and tax charges, to identify and address discrepancies on behalf of the tenant.
- Prepare financial summaries and status updates for tenant stakeholders, ensuring they have a clear understanding of lease-related costs and obligations.
Tenant and Landlord Relations (10%)
- Serve as the primary point of contact for tenant-related lease matters, maintaining strong relationships with landlords and their representatives.
- Negotiate lease discrepancies, amendments, and other adjustments to align with tenant needs and objectives.
- Communicate tenant requirements and feedback to landlords to ensure compliance with lease terms and tenant satisfaction.
Transaction Coordination (30%)
- Conduct lease due diligence, verifying that dates, rents, and other details align with lease documentation.
- Perform market analysis using industry tools to determine fair market values for lease renewals.
- Coordinate with landlords and agents to draft, send, and negotiate lease renewal proposals.
- Track and update critical transaction details, including deadlines and client directions, in internal systems.
- Draft lease amendments, option letters, and other necessary lease documents to support transactions.
- Maintain a renewal tracker with accurate and consistent notes for each client’s portfolio.
Risk Management and Strategic Support
- Identify potential lease risks, such as missed deadlines or unfavorable terms, and provide strategic recommendations to address them.
- Monitor market trends and collaborate with the Occupier Services team to support tenant-focused lease optimization strategies.
- Work with senior management and legal teams to implement solutions for tenant benefit and lease improvement.
Process Improvement
- Continuously enhance tenant-focused lease administration and transaction coordination processes to improve efficiency, accuracy, and compliance.
- Develop streamlined procedures for managing lease documentation, reporting, and tenant communication.
Qualifications:
- Real Estate Salesperson license required.
- Bachelor’s degree in business, real estate, accounting, or a related field preferred.
- 3 years of experience in lease administration, transaction coordination, or a similar role.
- Strong knowledge of tenant-focused lease agreements, financial terms, and real estate terminology.
- Proficiency in lease management software and Microsoft Office Suite (Excel, Word, PowerPoint).
- Excellent analytical, organizational, and communication skills.
- Ability to manage multiple priorities in a fast-paced environment with a high level of accuracy and attention to detail.
