What are the responsibilities and job description for the Analyst, Tenant Coordination position at Simon Property Group?
Job Location:
Corporate Indianapolis
Primary Purpose
This position reports to the Division Manager \ Sr. Manager \ Director and provides support to the entire Tenant Coordination Department. In addition to phone etiquette and organizational skills (which play an integral role to performing this position), the Analyst is a key position within the department to help accelerate the store opening process through timely processing of Landlord Work contracts, Landlord Work invoices and reviewed Tenant Architectural plans. Accordingly, it is required that an individual in this position demonstrates a sense of urgency and has a “whatever it takes” attitude toward teamwork to accomplish necessary tasks. All tasks are geared around the primary objective to expedite lease execution and Tenant opening to enhance Landlord’s opportunity for earlier rent commencements.
Principal Responsibilities
The successful candidate’s responsibilities will include, but not be limited to:
Corporate Indianapolis
Primary Purpose
This position reports to the Division Manager \ Sr. Manager \ Director and provides support to the entire Tenant Coordination Department. In addition to phone etiquette and organizational skills (which play an integral role to performing this position), the Analyst is a key position within the department to help accelerate the store opening process through timely processing of Landlord Work contracts, Landlord Work invoices and reviewed Tenant Architectural plans. Accordingly, it is required that an individual in this position demonstrates a sense of urgency and has a “whatever it takes” attitude toward teamwork to accomplish necessary tasks. All tasks are geared around the primary objective to expedite lease execution and Tenant opening to enhance Landlord’s opportunity for earlier rent commencements.
Principal Responsibilities
The successful candidate’s responsibilities will include, but not be limited to:
- Actively help the Tenant obtain information on the existing condition of their space by coordinating communication with the Tenant Coordinator and/or Property Management and the Tenant’s architectural or construction representative.
- Support the TCs in their efforts to ensure tenant open as quickly as possible.
- Champion department initiatives, best practices and processes aimed at improving effectiveness and efficiency by adopting them into their daily work.
- Provide a high level of customer services to all customers (i.e, Leasing, Legal, Tenants, etc.) through the course of answering telephones, taking messages and directing calls to personnel to answer questions.
- Prepare contracts, ensuring timely execution and release of work for LLW in an effort to expedite the Tenant’s store opening.
- Process invoices received to ensure timely payment against LLW contracts, and deal with invoice issues and questions as they arise.
- Daily monitoring of the mailbox where electronic Tenant plans are received, and distribute plans in a timely manner to Tenant Coordinators to complete their review.
- Transmit reviewed Tenant plans (plans, letter) to the Tenant and property staff.
- Ensure MEP plans reviewed externally are reviewed timely, if not escalate to the Division Manager of Tenant Coordination.
- Issue & maintain Tenant Information Packages (TIP) to tenants.
- Issue delivery letters to tenants, including updating milestones in SSLE.
- Maintain development Chargebacks and Preconstruction Fee trackers.
- Order LOD’s for developments, reconcile with Development Plan, post to Buzzsaw and notify tenants of same.
- Create and maintain Budget Trackers for development properties, tracking money spent against the approved PAF.
- Process contracts and invoices for complex landlord work for specialty tenants, developments, and restaurants.
- Assist Lease Services Manager in determining commission to be paid out for Landlord Work deals, by identifying Landlord Work actual dollars spent on each deal. Communicates with the Tenant Coordinators to determine completion of their deals and figures out a resolution to those that aren’t yet complete.
- Ask for help when needed, and volunteer to help others when available.
- Prepare correspondence in a professional manner ensuring accuracy and timeliness.
- Prepare reports used by TC Management as assigned by the Lease Services Manager.
- Perform general administrative duties including but not limited to: copying, faxing and opening mail.
- Maintain Tenant Coordination Mailbox including:
- Lease Execution notices.
- Opening and closing notices.
- CAD completed notices.
- Engineering Notices posted to Buzzsaw.
- Assist in training new employees.
- Revise as directed and maintain the Tenant Criteria Manuals on Simon.com
- Edit and maintain TIP Bulletins on Simon.com
- Coordinate travel arrangements and process travel expense reports.
- Other duties as assigned.
- Proficient in Microsoft Word, Excel, and Power Point.
- Team player with a willingness to assist peers and others.
- Excellent and effective verbal and written communication skills.
- Ability to work independently without direct supervision.
- Self-motivated with problem solving experience.
- Show a willingness to assist others and participate on special projects as needed.
- Ability to prioritize projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
- Flexibility: Open to different and new ways of doing things; willing to modify one’s preferred way of doing things. Willingness to put in additional time to get the job done.
- Excellent time management/organizational skills. Ability to meet deadlines and work well under pressure.
- Ability to calculate and understand critical path schedules.
