Retail Tenant Coordinator

Reports to: Director Retail Tenant Coordination

Assists: Leasing, Legal, Development, Asset Management and Property Management Departments


General Statement of Duties:

The Retail Tenant Coordinator primary responsibility is for the design, permitting, and construction of Landlord Work and oversight of Tenant Work under the requirements of leases.  The RTC ensures on time project completion, within budget and to the standards required and consistent with Peterson Companies commitment to our Tenants. This position interacts with Leasing, Legal, Development, Asset Management, Property Management, Tenants, Architects, Owners, General Contractors, Permit Expeditors and Project Consultants. This position will guide and expedite the build-out and occupancy process.  This position must assertively and professionally represent the company at all times.


Skills and Qualifications:

This position is responsible for tracking and encouraging the tenant progression through the TC process; plan review, tenant build-out and successful opening.  This position must ensure that the tenant coordination guidelines set forth by Peterson Companies are adhered.  In addition, this position will ensure that the tenant plan submittal represents the optimum prototype design and materials that will complement the aesthetics for the properties. 

  • Bachelor’s Degree or equivalent work experience required
  • 3 to 5 years retail project management experience
  • Excellent analytical skills
  • Strong interpersonal, written and oral communication skills
  • Effective organization and time management skills
  • Ability to deal with multiple tasks effectively and establish priorities
  • Proactive and results oriented
  • Ability to negotiate and communicate to all levels inside and outside the company
  • Ability to develop and manage budgets and to control expenses
  • Reads and understands construction drawings and specifications
  • Detailed knowledge of construction and building components
  • Proficient in Microsoft Word, Excel, Project, Outlook and Adobe
  • Must be a self-starter with a “can-do” attitude, ability to learn various software in short order, adapt to any situation, wear multiple hats, perform multiple functions and is a people person

Key Responsibilities:

  • Manage and track the overall tenant design/construction progress from initial prospect to tenant opening, focusing on early store openings, through the tenant coordination process including, but not limited to, tenant plan submittals/approvals, lease review, tenant construction, permitting, Landlord work and project timing.
  • Maintain communication with key internal groups such as Leasing, Legal, Development, Asset Management and Property Management to ensure tenant issues are resolved and tenant build-outs are built according to Peterson Companies approval.
  • Reviews and helps negotiate Tenant Work Letters, prepares budgets, and creates schedules in support of the Leasing and Legal teams’ work negotiating LOIs and leases.
  • Analyzes, interprets, abstracts and understands leases and administers the lease requirements.
  • Accurately report and maintain the internal tracking system for all assigned properties.
  • Review and approve Tenant plan submission and documents for compliance with Peterson Companies criteria.
  • Provide tenant coordination leadership for major projects as determined by the Director Retail Tenant Coordination.
  • Review concept and signage documents of tenants for compliance with comprehensive signage packages.
  • Coordinate construction activities for Landlord work, including development of plans, permitting, RFP’s, bid reviews and preparation of purchase agreements/contracts to ensure an on time or early turnover to tenant.
    • Prepare the RFP, define scope of work, review of the bids and selection of contractors.
    • Administer the lease requirements relative to design construction and deliver.
    • Executes the physical work requirements from drawing production to permitting and bidding to construction.
    • Delivers possession to the tenants and facilitates openings for business and start of income.
  • Manages the budget by keeping project costs within budget parameters and reporting on actual and projected budget variances.
  • Assures adherence to schedule, quality standards and tenant requirements by monitoring project progress, performing site visits, coordinating activities and resolving project issues.
  • Provide assistance in generating tenant construction lease exhibits with the leasing and legal teams.
  • Allocates due diligence to the leasing and legal teams regarding budgets, schedules and scopes for deals under negotiation.
  • Review and approve or draft, as the case may be, technical and construction exhibits.
  • Coordinate test fits with architects and prospective tenants.
  • Perform or obtain cost estimates for the proposed build-out work.
  • Prepare schedules and review schedule dates as required in the lease and lease exhibits.
  • Visit the shopping centers on a regular basis to monitor progress of any Landlord work and tenant construction work and promote methods to expedite tenant’s construction process.
  • Supervise the schedule of the tenant’s construction work to ensure tenant opens on or before the rent commencement date (RCD).  Conduct field inspections and meetings with tenants and building inspectors, where necessary.

Perform punch list inspections for each project and promptly issue a final written copy to the tenant and tenant’s contractor upon the completion of each project.  Ensure compliance of all close-out documentation in accordance with the Lease.

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