Specialty Leasing Coordinator

It’s love. Not work. 

Taubman might be a real estate investment trust, but it’s so much more to its talented team. It’s a place where careers start, and last, for those who love retail, thrive on winning and want to push the envelope -- daily.  

Our connection to our values last longer than a trip through the lobby where they are showcased. We embody them. They are our north star when things are great, when things are crazy and when we need to re-center ourselves in our work. 

At TAUBMAN, we believe with every fiber of our being that the right team can achieve anything. We know we are expected to bring it – and we do. So, whether it’s an opportunity in leasing, marketing, accounting, finance or another area that brings you here, if you respond to what we’re saying, we’d love to hear from you….  

Just remember at Taubman, its love, not work.

We have an exciting opportunity for you!

In this role you will provide support to the Senior Specialty Leasing Agent (SLA) with guidance in all administrative functions; perform routine tasks within established guidelines to support the Specialty Leasing Agent (SLA), Manager, Specialty Leasing Administration and/or Vice President, Specialty Leasing (VPSL); perform all processes and procedures with accountability, responsibility, competency and initiative.

Your day-to-day responsibilities will include…

• Center based SLC will work from the assigned shopping center(s)
• Perform standard duties with a high degree of accountability, accuracy, professionalism and an intermediate knowledge of all administrative procedures relevant to the Specialty Leasing process. The Specialty Leasing Coordinator (SLC) shows initiative and accountability while completing all procedural tasks on behalf of the Senior Specialty Leasing Agent (SLA), Manager, Specialty Leasing Administration, and/or Vice President, Specialty Leasing (VPSL)
• Provide administrative support to the Specialty Leasing Agent (SLA) including, but not limited to:
  • Screen all incoming prospect telephone calls and ‘walk-ins’. Discuss potential use, unit type interest, other relevant properties, etc.
  • Prepare and send information packages and applications to prospective Licensees
• Handle minor Licensee issues by answering questions, giving information and/or routing the issue to the next level. Follow up with Management, and/or Specialty Leasing Agent (SLA) to confirm resolution of issue.
• Serve as a source of information on general property facts and frequently asked questions
• Participate in weekly update meetings with Specialty Leasing Manager (SLM), Senior Specialty Leasing Agent (SLA), Manager, Specialty Leasing Administration and provide notes/written meeting recap
• Participate in daily update meetings as needed with the center Senior Specialty Leasing Agent (SLA) as needed and on a weekly basis with the General Manager (GM) and attend center staff meetings as scheduled (if center based)
• Participate in direct report meetings with Manager, Specialty Leasing Administration
• Dotted line reporting to Senior Specialty Leasing Agent
• Special Projects as needed and assigned by Supervisor
• Work closely with City of Sweetwater to understand local permitting processes. Maintain the Business Tax Use status tracker for all Licensees as they renew their License Agreements.
• Enter Lead Accounts, Contact Information, Specialty Leasing Applications and relevant documentation into the Deal Management system.
• Enter Opportunity/Deal terms as negotiated by the Specialty Leasing Agent into Deal Management and follow up with Licensee from tenant execution through Licensor Execution, for new License Agreements, Renewals and Modifications.
• Responsible for accessing center lockbox daily to retrieve received checks, reviewing and logging checks on center Check Log, and distributing check log to Property Coordinator and/or Lease Administrator (LAD).
• Monitor and manage the Aging report(s) for late payments, and overdue balances. Communicate with Licensee to address account; Communicate the status with Specialty Leasing Agent (SLA), Lease Administration (LAD). Actively maintain up to date notes of payments on Aging report for quick access and Aging meetings. Work with Lease Administration (LAD) to issue fines, and default notices for Licensees on a timely basis and in accordance with the language in the License Agreement. Update corresponding account collection notes in J.D. Edwards system.
• Collect and maintain updated Specialty Leasing Applications yearly from existing Licensees.
• Update and maintain reports associated with the Specialty Leasing program, including, but not limited to the RMU Sales (Monthly) and TILS/Kiosk Sales (As Needed from the Lease Administration Department), Common Area Rent Rolls (as needed), in partnership with the Specialty Leasing Agent (SLA).
• Maintain Security Deposit Log and facilitate Security Deposit refunds for processing. Verify accuracy of Security Deposit tracker on an ongoing basis.
• Maintain valid certificates of insurance for new Licensees, filing COI copies in Licensee folder, and updating COI Tracker spreadsheet.
• Coordinate all GUESST platform invitations; ongoing management of GUESST platform.
• Maintain valid certificates of insurance and request renewals upon expiration, filing COI copies in Licensee folder, and updating COI Tracker spreadsheet.
• Participate in the RMU/TILS set-up(s) for new Licensees, as needed, to ensure quality visual merchandising standards
• Assist the Specialty Leasing Agent (SLA) in the Visual Merchandising management of the common area/Temporary In-Line Store (TILS) program, including, but not limited to: Complete a center walk-through at a minimum of one time per day and ensure that the program meets all items on the operational checklist, Record and report Visual infractions identified during walk-through via completion of a daily visual merchandising checklist to be shared with SLC #2. Follow up with Licensees regarding License Agreement Violations, work with Lease Administration to issue fine notices and/or Default notices for continued visual infraction issues.

• Maintain any applicable RMU/Kiosk Inventory and Fixture Tracking Spreadsheet, Maintain RMU/Kiosk Key Log Spreadsheet
• Monitor and maintain the visual merchandising storage area; regularly inventory props, fixtures and work closely with the Senior Specialty Leasing Agent (SLA) and/or Facilities to order additional RMU parts/supplies, as needed.
• Update Specialty Leasing Licensee Contact list as needed during renewals or modifications, and corresponding email blast distribution list. Remove Licensees as they vacate.
• As needed, schedule Relocations of RMU’s in our Common Area program by drafting Relocation Notices for signature and distributing executed versions to the appropriate teams, contacting Licensee to discuss details of Relocation, and working closely with the Facilities team to schedule Relocation.
• Update Specialty Leasing Licensee Contact list with new Licensees, and corresponding email blast distribution list.
• Submit and monitor Work Orders/communication with Facilities for new, incoming Licensees.
• Responsible for taking photos of new Licensees and uploading to appropriate electronic files.

The ideal candidate will have…

• High School diploma or equivalent, required
• BS or BA degree or equivalent education and experience, preferred
• Minimum of 3 years of administrative experience, required
• Minimum of 2 years of experience in a leasing environment, preferred
• Experience working in a team/group sales environment, preferred
• Working knowledge of the Deal Management leasing system that includes data entry, running reports, understanding the Lead and Workflow process.
• Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Adobe Photo Shop, or other similar programs
• Ability to learn new software programs quickly and adapt to new procedures
• Organize and prioritize workload for efficiency and urgency with a high level of attention to detail, good decision making and completes routine tasks independently as well as taking direction
• Ability to communicate effectively in a straightforward and honest manner, while maintaining a professional demeanor and positive attitude with all co-workers and Licensees.
• Ability to multitask and function effectively in a busy environment, while working on several projects with different people concurrently
• Must have a high level of attention to detail, be able to organize and prioritize daily work for more than one agent and be able to perform on team projects
• Must be able to receive direction and make decisions and follow-up independently
• Experience using all standard office equipment such as multi-line phones, fax machines, copiers, printers, PCs, etc.

Our employees thrive with a rewarding work environment, competitive pay and outstanding benefits!