Job description
Job Location:
Corporate Morristown
This position reports to the Vice President of Tenant Coordination, and is responsible for all TC activity for assigned new development properties, a region, and to supervise assigned staff, including Tenant Coordinators, Analysts and Consultants (as applicable), empowering them to effectively self-manage in an effort to expedite Tenant openings to enhance Landlord’s opportunity for earlier rent commencements. Effective supervision includes, but is not limited to, educating, mentoring and training of staff on corporate / department initiatives and goals, in a way that optimizes the quality and quantity of their staff’s work. This position is also responsible for partnering with Leasing, Construction, Development, Legal Leasing and Mall Management to expedite lease execution and Tenant openings, while also effectively communicating to Sr. Management issues of importance in a timely manner, and ensuring issues identified are pushed with urgency toward resolution.
PRINCIPAL RESPONSIBILITIES:
The successful candidate’s responsibilities will include, but not be limited to:
- Directors are required to perform Tenant Coordination for development projects, transformation properties, and other difficult centers. Personally handle assigned complex developments.
- Work with local governmental authorities to develop expedited plan review, clarify construction inspection requirements, and accelerate the issuance of a C of O, specifically with regard to development or transformation properties.
- Work with required vendors, on-site GC, architects, engineers and all other vendors to establish efficient processes that facilitate the successful opening of a new development property.
- Attend and actively participate in monthly OAC meetings for new development properties.
- Maintain safety compliance on-site at all times, create a safe environment for all Tenants during active construction; communicate requirements as needed.
- Hire, train and manage temporary on-site staff during new development construction.
- Travel as required during new development build out, and existing properties as assigned.
- Oversight of the most complex and highest risk projects, including Developments & Specialty Tenants to help ensure overall vision for the property is met.
- 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.
- Director workload through the regular use of Cognos reports and attendance at regional meetings to ensure their staff is effectively self-managing their workload, as evidenced through proper documentation of deal progression and milestones in Status Notes in SSLE, timely follow ups and expedited turnaround times to open Tenants as early as possible.
- Champion department initiatives, best practices and processes to ensure the staff understands why the item is important, and how it allows them to work more effectively and efficiently.
- Promoting self-management by teaching and training employees how to self-manage and adopt best practices into their daily work.
- Ensure that the staff is providing a high level of customer services to all customers (i.e, Leasing, Legal, Tenants, etc.) by having consistent conversations with Leasing Agents, DVPs, Attorneys, Legal Directors and Tenants.
- Regularly evaluating deals to ensure staff is identifying opportunities and, where possible, accelerating the completion of LLW and Tenant construction.
- Ensure that the TCs are effectively utilizing exception processes where necessary (Bid Exception, Start Work Before Executed Lease), to accelerate LLW to allow for the earliest possible opening.
- Ensure TCs are engaged in negotiating LLW or Tenant scope of work to help expedite lease execution by effectively communicating with Leasing and Legal, which requires that TCs are promptly responding to inquiries and documenting these items via Change Logs in SSLE.
- Ensure TCs are identifying opportunities to improve, correct or remove language contained in previously negotiated leases that inhibit the earliest possible opening, place the company at risk for loss or place additional economic burden on the company.
- Ensures TCs are recognizing and escalating issues that have a material impact on the company to you with proposed solutions as applicable, allowing you in turn to escalate to the Vice President and Sr. Vice President of Lease Services.
- Review and approve LLW Estimates (including dollars and scope of work) as submitted by the TCs to ensure they are as accurate as possible, and the Leasing Agent is well versed on the LLW scope and cost so that a deal can be accurately represented to Deal Committee.
- Review exception and production reporting (Self Mgmt and Regional Reports) for missing or past due dates (POD, ECS, FPE), review with staff to remedy the identified issues and reinforce the importance of effectively managing these milestones as part of self-management.
- Regularly assess assignment of deals to optimize staff productivity, based on deals needs and skill set. This may include reassigning staff to handle deals with complex LLW, delivery penalties, restaurants and “at risk” deals to minimize risk of delay and accelerate openings, which may include reassigning deals or handling the deal yourself.
- Evaluate, interpret, trouble-shoot and explore solutions involving the potential impact on a center with regard to upcoming events (ie. major tenant closings, expirations, relocations, renovations that impact design, etc.).
- Ensure that the TCs push for the best possible design for each deal, and that the staff is utilizing the Tenant Prototype Design program properly.
- Perform quality review of TC’s plan reviews to ensure the TC’s are properly and consistently enforcing mall criteria, and provide feedback to the TC as needed.
- Assume the Tenant Coordinator role for properties assigned to you including reviewing tenant plans to meet specific mall criteria for compliance and design intent.
- Offer individual and group education, training, and advice to staff on ways to improve effectiveness and timeliness of getting tenants open.
- Having direct interaction with Sr. Management on tasks related to Tenant Design, Complex Development Projects, and Landlord Work Re-Approvals.
- Function as the primary Customer Service points of contact for assigned Lux Tenants.
- Mentoring and development of applicable TC staff to identify future Management leaders.
- Other duties as assigned.
MINIMUM QUALIFICATIONS:
Architectural, construction, engineering or related degree preferred.- Minimum of 8 years Tenant Coordination or related professional experience.
- Excellent verbal and written communication skills required.
- The ability to monitor budgets, schedules and resources to meet company goals and objectives.
- A high level of professionalism with a customer service attitude.
- Team player, self-motivated and excellent time management/ organizational habits.
- Strong problem solving, negotiating and leadership skills.
LEADERSHIP CHARACTERISTICS (REQUIRED)
- Collaboration: Develops, maintain, and strengthens collaborative relationships inside and outside the department.
- Communication: Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
- Results Orientation: Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
- Thoroughness: Ensures that work is complete and carefully reviews the accuracy of information in their work.
- Flexibility: Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.
- Adaptability: Adaptable to the changing nature of the business.
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