Company Name: Irgens
Job Title: Portfolio Leasing Coordinator
Contact Name: Andrew Bainbridge
Contact Email: abainbridge@irgens.com
Position Description
Position Summary: Provides general administrative support to portfolio leasing. Responsible for preparing proposals, presentations, tour, and communication materials. Coordinates the distribution of internal and external property marketing information. Expert writing skills coupled with a legal and/or commercial real estate business background are preferred. First-rate organizational skills are essential.
The successful candidate will –
• Exhibit exceptional organizational skills by performing all coordination activities, including research, word processing, copying, filing, and other necessary tasks.
• Demonstrate accuracy and attention to detail in preparation of proposals, term sheets, letters of intent, composing/writing/editing correspondence, and completing special projects as assigned, ensuring all deliverables meet high-quality standards.
• Show proactive communication skills by keeping all stakeholders up-to-date on critical path leasing items, ensuring timely and accurate information flow.
Duties and Responsibilities:
• Perform all coordination activities including but not limited to research, preparation of proposals, term sheets, letters of intent, composing/writing/editing correspondence and other materials, word processing, copying, filing, and other tasks as needed.
• Complete special projects as assigned.
Interoffice Operations:
• Coordinate support services including marketing, accounting, leasing, asset management, risk management, IT, and other operational requirements to expedite work products.
• Coordinate complex on/offsite meetings and conferences, schedule appointments, keep calendars, and arrange travel itineraries and meeting room reservations.
Marketing:
• Assist the Vice President of Portfolio Leasing and the Marketing Team in conceiving and executing one-time and ongoing marketing campaigns.
• Ensure adherence to high-quality marketing standards throughout client experiences, including digital and print communications, building tours, and events.
• Update and maintain various marketing websites, including but not limited to CoStar, LoopNet, Catylist, and VTS.
Event Planning:
• Plan company-sponsored events including groundbreakings, open houses, broker events, etc., within specified budgets. This may include coordinating with multiple vendors and advance coordination on event-specific marketing materials, event-related communications, and gifts/takeaways.
Document and Contract Preparation:
• Prepare all contracts in accordance with standard procedures.
• Handle all legal and contractual document originals according to standard procedures once executed.
Proposals:
• Coordinate all Requests for Proposals, Requests for Qualifications, and Requests for Information with resource assistance from the in-house marketing team and oversight from the Vice President Portfolio Leasing.
• Organize the preparation and production of customized, client-specific information packages at the direction of leasing and asset management.
Record Retention:
• Update and maintain various information databases. Generate standard and ad hoc reports as required.
• Responsible for tracking deal flow via updates to VTS, ensuring that all updates are made timely, and that information is up-to-date from all of our leasing group as it relates to prospective deals and negotiations.
• Maintain all documents based on the company Development File System.
• Coordinate all files to be archived through, consolidated with, and stored in offsite storage.
Additional Responsibilities:
• Function as a backup for the Reception desk on an as-needed basis.
Qualifications
• Minimum 5 years of professional administrative, legal, and/or real estate business experience preferred.
• Knowledge of business office practices and procedures including excellent business writing/composition abilities, grammar, spelling, proofreading, and computer skills.
• Ability to establish priorities and maintain productivity.
• Ability to organize, efficiently document, and routinely update information.
• Ability to apply approved procedures to work problems and situations.
• Adaptable to quickly changing and evolving environment