Leasing and Construction Coordinator
Employment Type : Full-Time
Embarcadero Capital Partners http://embarcaderocapitalpartners.com/ is a real estate investment and management firm based on the San Francisco Peninsula. We invest in dynamic, development-constrained U.S. markets that are known for intellectual capital and creative business culture is currently seeking an Leasing and Construction Coordinator in our Belmont, CA Corporate Office.
Join a Diverse and Talented Team:
Embarcadero Capital Partners consists of a diverse team of seasoned industry professionals. We have the experience and expertise to identify and capitalize on opportunities in every major U.S. market. Our group's capabilities encompass all aspects of commercial real estate including acquisition, finance, development, leasing, management, and disposition. ECP's in-house management and leasing staff work with a variety of third-party brokers and property management groups to execute defined operating and investment objectives.
COMPENSATION
Base Salary + Bonus DOE. We offer a comprehensive benefits package including medical, dental, vision and a retirement plan.
LEASING AND MARKETING RESPONSIBILITIES
Leasing
- Prepare and distribute leases and exhibits for signature to tenant with execution instructions
- Prepare lease packages (including SOD, Deal Summary, financials, copy of prepaid rent & security deposit checks, construction bids, space plans, etc.) for tenant execution; review incoming lease packages for completeness and accuracy; ensure each lease package is complete and accurate before submitting to the landlord for countersignature; immediately notify Leasing Director of any errors or omissions
- Once a lease or amendment has been signed, send out lease execution announcement email to ECP internal group and make sure a new or revised abstract is received from the Property Manager for leasing binders and H drive
- Once a lease agreement or amendment has been signed, ensure one original is returned to Tenant and a copy is emailed to the procuring and listing brokers
- Request commission invoices from brokers; review and approve commission invoices for accuracy and compliance with listing agreement, lease document, and Leasing Director
- Process leasing commissions for all Bay Area properties, maintain and update commission tracker, track progress of commission payments (both halves), and ensure timely payment to brokers
- Assist Leasing Directors with collecting tenant lease information, market research, and comps, using databases like Co-Star and Hightower
- Save pertinent lease documents and supporting files to the tenant lease file on the H drive
- Coordinate with construction department for budget numbers for tenant and building improvements
- Coordinate with Property Managers to prepare and expedite commencement letters and any required option notices
- Track ROFO/ROFR Rights and work with Leasing Director to ensure ROFO/ROFR letters are sent and saved to H drive tenant file
- Prepare competitive set matrix as needed
- Prepare proposal comparison matrix as needed
- Draft lease proposals as needed
- Keep current operating expense breakdowns per building (NNN buildings) that can be provided to prospective tenants
- Prepare and maintain leasing binders (rent roll, stacking plan, floor plans, leasing flyer, etc.); ensure stacking plan matches rent roll and make sure content is up-to-date and correct
- Work with Leasing Directors and legal to prepare and update Listing Agreements for each property with outside brokers
- Prepare Listing Agreement Extension Letters for each property with outside brokers and track signatures; follow up as needed
- Update Listing Agreement tracking list
- Save copies of broker prepared leasing reports to leasing binder on H drive for respective properties
- Assist Fund Controllers with special projects such as occupancy reports and outstanding broker commissions at end-of-year
- Be familiar with the standard Company lease agreement and have an understanding of different lease clauses and rent structures (i.e., triple net, full-service gross, etc.)
- Prepare floor plans as needed
- Other duties as assigned
Marketing Responsibilities:
- Setup, remove, and maintain marketing boards in vacant suites at San Francisco Bay Area properties as assigned
- Maintain onsite management office and offsite project inventories for all properties
- Inspect furniture when it arrives and help setup
- Create ad hoc PowerPoint presentations and special marketing packages as assigned
- Assist Director of Creative Services with various ad-hoc/special projects
- Other duties as assigned
CONSTRUCTION RESPONSIBILITIES:
Vendor Prequalification
- Work with the Project Director, Project Managers, and Property Managers to collect vendor prequalification information
Process Invoices
- Point of contact for all vendors regarding all of the construction invoices and payment
- Upload invoices to Avid and attached all the back-up documents that support the invoice
- Manage timely receipt of conditional and unconditional lien waivers prior to payment of invoices
- Assist in reviewing and coding of invoices in Avid. Act as liaison between Accounting and Construction departments
Contract Management and Project Setup
- Tenant improvements - project setup
- Market ready/capital - project setup
- Assemble contract documents and coordinate approvals to ensure that projects start in a timely manner
- Monitor receipt of and then maintain contractor insurance certificates
- Track project close-out packages
- Assemble project summaries
- Prepare and track project budgets for small TI and market-ready work
- Attend (via conference call) OAC meetings and follow up with vendors, OAC folks, etc.
Document Management
- Manage project files
- Organize and track important project documents
- Assist Project Manager with punch walks and site activities
- Coordinate submittals and approvals with architect, GC, and ECP team
- Monitor receipt of and then maintain contractor insurance certificates
- Manage the preliminary notices – enter the information on the log sheet. Scanned, saved and file the documents accordingly
- Manage construction drawings – enter the drawing name and number on the log sheet and keep them on the designated location
- Manage process of scanning, printing and distribution of plans, specifications, blueprints, and other documents using resources such as Barker Blue
General and Administrative Responsibilities for Construction and Leasing Departments:
- Support the Construction Department, Leasing Directors, and Director of Creative Services
- Track progress of time-sensitive documents
- Coordinate schedules, appointments, and travel arrangements as needed
- Prepare expense reports
- Clerical tasks as needed (copying, scanning, faxing, filing, processing shipments, etc.)
- Work in cooperation with other office staff on special projects as needed
- Code payables to appropriate property and G/L accounts Avid
- Primary front-desk phone coverage at lunch, when the front-desk assistant is on PTO or out of the office, and as otherwise assigned
- Reception functions as needed (e.g., greeting all guests, deliveries, etc.)
- Perform out-of-office errands as needed
- Assist with the annual investor/company meeting
- Certified Notary Public
- Other duties as assigned
Essential qualifications, competencies, and functions of candidates for this position include but are not limited to the following abilities:
- Knowledge of general office administration with two to three years’ relative experience
- Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat, and Internet software
- Excellent written, verbal communication, and interpersonal skills
- Self-starter with a can-do attitude and ability to follow directions
- Ability to work under minimal supervision while exercising excellent professional judgment
- Strong problem solving and effective follow-up skills
- Clean, organized, and detail-oriented with ability to manage time and priorities
- Responsible, reliable, and ethical with ability to maintain confidentiality
- Current CA state driver license with ability provide personal transportation to perform job functions at various properties located within the San Francisco Bay Area
- Ability to work independently, meet deadlines, and deliver in a team environment
- Prior Commercial Real Estate experience a plus