Tenant Coordinator
First Capital Realty Inc
Toronto, ON
1d ago


  • This position assists the construction team in achieving property and project objectives. The role is responsible for maintaining consistent and thorough communication with tenants, Leasing, Construction, and Operation Departments establishing and achieving excellent tenant relations at various mixed-use projects;
  • driving the organizational culture that fosters open communication and coordinate efforts towards achieving common goals.

    The focus and objective of this position is to ensure and fulfill tenant requirements and increase tenant satisfaction.


  • Maintain D2L App for assigned tasks and projects daily;
  • Maintain Procore IPP projects;
  • Assist with the management of the lease administration process;
  • Manage the weekly possessions reports;
  • Coordinate internally to ensure all departmental procedures and policies are implemented;
  • Ensure tenant needs are being met and liaise with department contacts to ensure all tenant and landlord concerns are being addressed, including accounting, possessions, events and operational concerns and follow-up to ensure satisfaction;
  • Attendance at project meetings and preparation of project notes and action items as well as communication of schedule, action items to project team and / or partnership when required;
  • Provide updates to departments bi-weekly as necessary and attend quarterly possession meetings;
  • Review and agree landlord work scope in collaboration with leasing and / or development teams;
  • Communicate and collaborate with tenants and their consultants in a timely and effective manner where required and advise on areas on noncompliance and risk;
  • Provide leasing support in the timely processing and resolution of tenant space configurations, design packages, recommendations and approval of tenant work;
  • Provide construction budget for proposed Landlord’s work as outlined in conditional leasing agreements;
  • Gather and organize existing property information and documents for each construction project;
  • Work with the Project Manager to appoint consultants and organize municipal permits, as required;
  • Ensure consultants have proper & accurate information to complete permit plans;
  • Liaise with contractors, trades and other external groups, ensuring they have proper and accurate information to complete required Landlords work on time;
  • Coordinate with leasing and / or property management for tenant signage approvals, including the pylon signs
  • Manage the construction process to ensure it comes in on time, on budget and meets all lease requirements;
  • Provide tenant with construction updates, property information and overall guidance throughout the project lifecycle;
  • Review tenant’s plans to ensure code compliance, lease requirements and respecting FCR’s standards;
  • Inspect the tenants work to ensure it adheres to the lease landlords work schedule, municipal and national building code and by-laws;
  • Visit project sites to ensure work is completed as per leasing agreements;
  • Coordinate property keys with tenant and property management;
  • Manage area certificate requests;
  • Issue substantial completion, operations welcome letter and vacant possession letters to project stakeholders on the lease critical date;
  • Assist and track tenant entitlements and tenant improvements, including the facilitation and management of Tenant Inducement requests, across all departments;
  • Verify and track that the landlord’s construction costs are aligned with the budget forecasts and lease
  • forecasts correlate with the schedules;
  • Track and follow up with tenants directly to ensure that all construction requirements (insurance, WSIB, notice of projects, permits) are obtained and correctly addressed prior to possession and construction;
  • Monitor and inspect progress of Tenant’s work to ensure Tenant’s Contractor abides to the Landlords
  • rules and regulations and address any site conditions that may arise;
  • Obtain all closing documents for the tenant’s space (vacant possession notices, key releases, tenant
  • drawings);
  • Manage Tenant Inducement Payments;
  • Manage tenant restoration process;
  • Provide general project coordination support as required on large scale projects;
  • Ensure invoices are processed accurately and timely;
  • Responsible for the day-to-day accounting issues and questions from tenants;
  • Visit each assigned property at least twice a year or as needed to properly coordinate tenant construction activity and maintain ample familiarity with assigned properties;
  • Work closely with Leasing, Construction and Operations to promotes a streamline process to ensure Leasing metrics are achieved;
  • Assume responsibility and oversight of special projects and manage all Tenant Coordination activities as directed and
  • Provide regular internal status reports to the Project Manager and Director
  • Other responsibilities as required.

    Required level of education and job-related experience :

  • Completion of post-secondary education or equivalent work experience and
  • Valid driver’s license.
  • Specific Skills :

  • 2-3 years of experience in tenant coordination experience, specifically in retail and tenant relations.
  • Supervisory experience an asset;
  • Advanced level skills in MS Word, Excel, PowerPoint and Outlook;
  • Aptitude for math and numbers;
  • Communication, mediation and the ability to offer common sense solutions to complex issues;
  • Possess a strong service-oriented platform and will be confident, friendly and courteous;
  • Professional image with excellent interpersonal and communication (written / oral) skills is required;
  • Self-motivated, a strong problem solver and able to work effectively under pressure as well as independently and in a team environment;
  • Adaptability, strong organizational skills and an eye for detail and accuracy are critical to being successful in this position.
  • Excellent compensation commensurate with experience and full benefit package. Successful applicants will be subject to a background check.

    Accessibility support and accommodations for disabilities, wherever appropriate, will be provided in the recruitment process on request.

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