Senior Analyst, Tenant Coordination
Company: Simon Property Group, Inc.
Location: Indianapolis
Posted on: May 28, 2023
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Job Description:
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:
---Tenant Coordination is the owner and point of contact for all
components associated with getting a Tenant's store open, to
include understanding the condition of the space for each deal and
pro-actively helping the Tenant or it's Architect to obtain
information on existing conditions.
---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:
o Lease Execution notices.
o Opening and closing notices.
o CAD completed notices.
o Engineering Notices posted to Buzzsaw.
---Assist in training new employees.
---Coordinate travel arrangements and process travel expense
reports.
---Other duties as assigned.
MINIMUM QUALIFICATIONS:
---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.
Keywords: Simon Property Group, Inc., Indianapolis , Senior Analyst, Tenant Coordination, Professions , Indianapolis, Indiana
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