Leasing + Office Operations Coordinator

Location: Bok, 1901 S. 9^th Street, Philadelphia, PA 19148

Experience: Minimum 2 years of experience in leasing, property management, or office operations

Salary: $45,000-$52,000 per annum depending on experience 

Job Type: Full-Time, In-Person

Start Date: April 2025

ABOUT SCOUT

Scout is a dynamic interdisciplinary design and development practice specializing in adaptive reuse. Since 2015, we have been dedicated to revitalizing urban spaces, with our primary focus on transforming the historic Bok Building, a sprawling 340,000 sq. ft. Art Deco building in South Philadelphia, into a vibrant hub for artisans, entrepreneurs, and community groups.

In 2022, we expanded our work to Providence, RI, with 50 Sims, a 100,000 sq. ft. project aimed at fostering community engagement and supporting local initiatives like the Steel Yard and Farm Fresh RI. This site serves as a permanent home for numerous artists, facilitating growth and long-term sustainability.

Looking ahead, Scout plans to redevelop Hamilton and Furness Halls on South Broad Street in Philadelphia. Our mixed-use developments reshape urban landscapes, offering unique opportunities for those passionate about design, development, and community-building.

To learn more about us, please visit scout-ltd.com.

POSITION SUMMARY

We are seeking a highly organized and proactive Leasing Office Operations Coordinator to support our tenant experience, leasing efforts and day-to-day office operations across multiple projects. Based in Scout’s Philadelphia office, this role is ideal for someone who thrives in a fast-paced, people-centered environment, can quickly pivot between multiple tasks and enjoys being a helpful, detail-orientated team player. 

The Leasing Office Operations Coordinator will assist with leasing inquiries, onboarding new tenants, maintaining marketing and welcome materials, and ensuring smooth office operations. This position also plays a key role in tenant engagement through newsletters, documentation collection, and data management. This position requires occasional visits to construction and project sites. Candidates must be able to walk through active job sites, stand for extended periods, and lift up to 50 lbs unassisted.

The ideal candidate is a proactive problem-solver with strong communication skills who can balance multiple responsibilities while maintaining a welcoming and well-organized office environment.

RESPONSIBILITIES

Tenant Coordination Leasing Support:

·      Respond to leasing inquiries and assist with tenant onboarding, including paperwork and data collection.

·      Coordinate pre-move-in and move-in tasks, including payment follow-ups, scheduling, conducting move-ins, and updating internal systems (Butterfly, website, Slack, Mailchimp, signage).

·      Maintain and update tenant welcome bags and printed materials.

·      Draft and distribute weekly/monthly tenant newsletters. Strong writing skills are desired.

·      Prepare marketing materials and swag bags for property tours and special events.

·      Organize and deliver prospective tenants, existing tenants and tour groups gifts and cards as needed.

·      Support and occasionally lead building tours for smaller visiting groups.

·      Assist with annual tenant information updates and make design changes as required using InDesign

Office Operations Management:

·      Serve as the first point of contact for visitors at the Scout office, providing a warm and professional welcome.

·      Monitor and manage the general Scout email inbox, triaging and assigning inquiries as needed.

·      Maintain a clean, organized, and well-stocked office environment, including common areas and meeting rooms.

·      Track and replenish office and supply inventory.

·      Collect and update the Bok building elevator calendar monthly.

·      Conduct weekly reviews of building security cameras and escalate any issues as needed.

·      Manage Scout merchandise inventory and coordinate event sales logistics.

·      Assist with seasonal mailings such as annual holiday cards, including data cleanup, mail merges, and assembly.

·      Organize and circulate birthday and anniversary gifts/cards for staff.

Ad-hoc Projects and Flex Support:

·      Jump into special projects and administrative tasks as needed—whether coordinating events, assisting with logistics, or helping another team member meet a deadline.

·      Adapt quickly to changing priorities and act on your feet with confidence and good judgment.

QUALIFICATIONS

·      Minimum 2 years of experience in leasing, property management, or office operations.

·      Strong organizational and time management skills with the ability to multitask.

·      Excellent written and verbal communication skills.

·      Must possess strong listening and probing skills.

·      Proficiency in Microsoft Office Suite, Adobe platforms, and property management software, with a preference for Asana.

·      Self-motivated with the ability to work both independently and collaboratively in a fast-paced environment.

·      Flexibility to occasionally assist with events outside of standard office hours (including weekends and evenings).

·      This role requires occasional visits to new project and construction sites; candidates must be comfortable walking through active job sites and able to stand for extended periods of time.

·      Positive, proactive attitude with a willingness to pitch in wherever needed.

BENEFITS

·      Health, dental and vision benefits (including 50% coverage for all dependents)

·      Company sponsored life insurance

·      Vanguard Simple IRA with company-matching

·      20 days annual days of personal vacation per annum

·      10 company-wide holidays per annum

·      Maternity and paternity leave

·      Thoughtful and resourceful company culture with a great balance of work and play

TO APPLY

To apply, send a cover letter, resume and salary expectation with “Leasing Office Operations Coordinator” in the subject line to hannah@scout­-ltd.com. We will not be accepting resumes through LinkedIn, a cover letter and resume must be emailed to be considered.

Only applicants who provide ALL required materials and submit through the proper channel will be considered.

Applications will be considered on a rolling basis with the ambition of filling the role in April 2025.

Scout is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

To learn more, visit www.scout-ltd.com.