Specialty Leasing Coordinator - Dolphin Mall - Taubman Centers Inc

Description

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 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 Vice President, Specialty Leasing (VPSL); perform all processes and procedures with accountability, responsibility, competency and initiative.

Your day to day responsibilities will include…

• 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 Specialty Leasing Agent (SLA), Manager, Specialty Leasing Administration and Vice President, Specialty Leasing (VPSL)
• Enter accurate Trade Name/Licensee accounts, contact information and relevant documentation into the Fusion system, followed by entering the Opportunity terms received from the Agent
• Provide administrative support to the Specialty Leasing Agent (SLA), and Manager, Specialty Leasing Administration including, but not limited to:
  • Screen all incoming prospect telephone calls and ‘walk-ins’
  • Prepare and send information packages and applications to prospective Licensees
  • Maintain Specialty Leasing Agent’s (SLA) Calendar
  • Schedule meetings and conference calls for the Specialty Leasing Agent (SLA) 
  • Create and update all center reports that are related to the Specialty Leasing Department
  • Schedule and coordinate Licensee meetings to sign License Agreement(s) and to meet with the Visual Merchandiser (VM)
  • Handle minor Licensee issues by answering questions, giving information and/or routing the issue to the next level
  • Serve as a source of information on general property facts and frequently asked questions, if center based
• Participate in daily update meetings with the center Specialty Leasing Agent (SLA) as needed and on a weekly basis with the General Manager (GM) (if center based).
• Participate in direct report meetings with Manager Specialty Leasing Administration as scheduled.
• Attend center staff meetings as scheduled (if center based).
• Assist the Specialty Leasing Agent (SLA) in the management of the common area/Temporary In-Line Store (TILS) program, including, but not limited to:
  • Complete a daily walk-through and ensure that the program meets all items on the operational checklist (center-based).
  • Complete a daily visual merchandising checklist and following up with Licensees regarding License Agreement Violations (if center-based)
• Monitor and manage the Aging report(s) for delinquencies and communicate the status with Specialty Leasing Agent (SLA), Lease Administration (LAD) and the Licensee; report delinquencies by dates set by the department (typically the 10th of the month for Common Area reporting and 20th of the month for TILS/Kiosk reporting) of each month.
• Work with Lease Administration (LAD) to issue fines and default letters for Licensees on a timely basis and in accordance with the language in the License Agreement.
• Update and maintain reports associated with the Specialty Leasing program, including, but not limited to the monthly RMU Sales, Rent Rolls, TILS updates, in partnership with the Specialty Leasing Agent (SLA), Manager, Specialty Leasing Administration and Vice President, Specialty Leasing (VPSL)
• Maintain valid certificates of insurance and request renewals upon expiration
• Participate in the RMU/TILS set-up(s), as needed, to ensure quality visual merchandising standards.
  • Coordinate and participate in meetings between the Visual Merchandiser (VM) and the Licensees, as requested or required
  • Monitor the visual merchandising storage area; regularly inventory props, fixtures and additional RMU parts/supplies
  • Assist with the TILS coordination process and partner with the Facilities Director (FD) as needed and as requested
• Special Projects as needed and assigned by Supervisor.

The ideal candidate will have… 

• Bilingual in English/Spanish is a plus
• High School diploma or equivalent is required
• BS or BA degree or equivalent education and experience is preferred
• Minimum of 3 years of administrative experience is required
• Minimum of 2 years of experience in a leasing environment is preferred
• Experience working in a team/group sales environment is preferred
• Working knowledge of the Fusion leasing system that includes data entry, running reports, understanding the 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.

Essential Physical Requirements/Working Environment 

• Ability to use a computer for long periods of time
• Must be able to sit for extended periods of time
• Ability to handle documents and files
• Ability to work well with others
• Must be able to work under short-term deadlines and work under stress
• Must be able to occasionally lift up-to 10 pounds
• Must be able to travel occasionally, as required

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

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