Tenant Coordinator

About the Company

Whitman Family Development is a family-owned real estate company specializing in high-end retail, management, and leasing. The company operates Bal Harbour Shops, a historic luxury shopping destination. Bal Harbour Shops is a global leader in the industry and is best known for its curated retail, as well as the emotional connection to its tenants and customers. For more information on Bal Harbour Shops, please visit https://www.balharbourshops.com/.

About the Role

The Tenant Coordinator is responsible for managing tenant delivery requirements, construction milestones, and lease obligations from pre-lease negotiations through store opening. This role serves as the primary point of coordination between tenants and the Landlord, ensuring compliance with lease requirements, tenant design criteria, jurisdictional regulations, and brand standards throughout the design, permitting, and construction process. The Tenant Coordinator works closely with Leasing, Construction & Development, Property/Asset Management, Building Engineering, and external consultants to proactively manage schedules, mitigate risks, and ensure tenants open on time and to the design and quality standards befitting a premier retail environment.

Responsibilities

• Manage and track all tenant delivery requirements, milestones, and correspondence from lease execution through tenant opening.
• Serve as the primary point of contact between tenants and the Landlord throughout the design, permitting, and construction process.
• Interpret and administer lease exhibits, work letters, delivery conditions, and tenant design criteria to ensure tenant compliance with contractual and Landlord requirements.
• Coordinate with Leasing to provide accurate status reporting on vacant and occupied tenant spaces, including preparation of plans and exhibits for prospective tenants.
• Obtain, manage, and track complete tenant submittals including architectural, MEP, and signage drawings, finish selections, and samples in accordance with lease and Landlord standards.
• Review tenant plans at a general level and coordinate detailed reviews with Construction & Development, Engineering, and external consultants, issue consolidated comments and track resolution.
• Monitor tenant construction progress against lease benchmark dates and critical path schedules through final inspections and store opening.
• Identify risks to tenant schedules, permitting, inspections, or opening dates and proactively develop mitigation strategies in coordination with internal teams and tenants.
• Monitor and track tenant permitting, inspection, and approval processes to ensure compliance with lease requirements and milestone dates and escalate issues as necessary.
• Manage all tenant drawing and signage submittals, approvals, and documentation within the Signage and Plan Tracking Logs.
• Track tenant progress toward required inspections, life safety approvals, signage approvals, and Certificate of Occupancy or Temporary Certificate of Occupancy, coordinating internally to support timely tenant opening.
• Facilitate coordination between tenant construction activities and Landlord operations, including access, working hours, base building interfaces, and turnover requirements.
• Conduct and lead regular coordination meetings with Construction & Development, Leasing, Property Management, and Operations.
• Maintain familiarity with applicable jurisdictions, codes, and permitting processes relevant to retail tenant improvements.
• Maintain complete and accurate tenant documentation and records to support leasing enforcement, operational handoff, and risk management.
• Coordinate drawing reproduction, scanning, and document control as required.
• Perform other related duties as assigned.

Qualifications

• Bachelor’s degree in Engineering, Architecture, Construction Management, or other related field preferred.
• Minimum of 3 years work experience for a general contractor or property management firm required, retail real estate construction experience strongly preferred.

Required Skills

• Extensive retail development and construction knowledge.
• Strong understanding of retail tenant design criteria, work letters, and base building interfaces.
• Ability to manage multiple tenants simultaneously across varying phases of design and construction.
• Working knowledge of retail life safety, accessibility, signage, and jurisdictional permitting requirements.
• Intermediate skills in Word and Excel, and proficiency in Outlook, experience in MS Project.
• Ability to review construction plans and signage submittals at a basic general level.
• Understanding of lease terms and the ability to review leases for relevant information and dates.
• Ability to effectively and professionally communicate both in writing and verbally.
• Ability to adapt to and manage unforeseen schedules and situations.
• Ability to use rational resources to solve a multitude of problems and make decisions.
• Ability to meet deadlines and is self-directed, professional, thorough and responsible.
• Must be a collaborative team player.

Physical Requirements

Position requires the incumbent to stand, walk, bend, twist, & stretch. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. Along with having the ability to push and pull up to approximately 20 lbs of drag weight without assistance.

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the employee. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Statement

Whitman Family Development is committed to providing equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.