Lease Coordinator / Marketing Assistant

Job Description

Job Description

General Summary

Provides support to Regional Director/Market Leader. Perform various duties that are necessary to support high volume regional leasing/marketing activities. In doing so understands the Leasing section of the Operations Manual, The FR Way, and utilizes the information to assist the Regional Director/Market Leader in maximizing occupancy and property cash flows. Coordinates marketing related projects with Corporate Marketing. Performs other administrative duties as assigned.

Essential Job Functions

• Generates form leases and amendments and other legal documentation for all leasing activity, including, but not limited to Commencement Confirmation Letters, Confidentiality Agreements, Commission Agreements and etc.

• Collect market information; assist in conducting, compiling, and presenting marketing analyses; compile and analyze data and put in presentable form for the Regional Director/Market Leader.

• Generates Lease Analysis Forms, pulls D & B reports and other tenant credit information needed to generate Financial Review form for lease approval. Compiles all required documents necessary for approval.

• Process executed Leases; forward to appropriate departments, upload approval and etc.

• Responsible for digital filing as required for internal document storage of Leasing and Property Management documents, as assigned.

• Maintains internal marketing database; and interact with brokers, customers and management.

• Assist with marketing campaigns, internal and external marketing initiatives, coordinating details associated with various marketing projects; contact and work with Corporate Marketing in the execution of all marketing projects.

• Create and update space availability flyers; broadcast emails to brokers including monthly availability reports.

• Work with Corporate Marketing, assist in developing marketing packages, brochures, drip mail campaign literature design, and presentations; prepare proposals.

• Manage FR marketing piece inventory, order marketing boards for vacancies and work with region team to manage and maintain electronic floor plans.

• Draft communication for Regional Director/Market Leader including correspondence to tenants on renewal intentions and move out letters. When Regional Director/Market Leader is away, receive calls and help with literature, etc. and inform Regional Director/Market Leader.

• Schedule and organize broker events.

• Generate and maintain database related to broker listing agreements. Track expiration dates and proactively manage listing contract renewals.

• Process broker commission agreements and broker commission payments.

• Establish and maintain database of competitive properties for availabilities and rates, broken down by vacant suite and submarket.

• Track lease deals and submit to Corporate Marketing for press releases.

• Track FR marketing budget vs. actual dollars spent per ad type.

• Maintain all leasing related documentation and reports for staff meetings including deal tracking spreadsheet

• Organize vacancy cleaning with Regional Team for monthly tasks by vendor

• Show space to prospects as needed.

• Provide administrative support to office staff, including coordinating travel arrangements, preparing expense reports, scheduling meetings and conference calls, and preparing related correspondence and reports. 

• Perform general office and administrative duties, including updating and maintaining spreadsheets and databases, preparing client/partner presentations, creating and maintaining filing systems, assisting with document inventories, and assisting with other general administrative needs and special projects as assigned. 

• Responsible for compliance with all related policies and procedures as outlined in the Operations Manual, The FR Way.

Other Duties

• Other tasks and duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Knowledge, Skills, and Abilities

• Knowledge of general leasing/marketing concepts and practices at a level normally acquired through completion of four to five years of related work experience necessary to gain knowledge of real estate leasing/marketing techniques.

• Good interpersonal and telephone communication skills.

• Good written, editing, and communication skills including ability to prepare accurate and appropriate documentation; excellent grammar, punctuation and spelling skills.

• Have excellent computer skills.

Physical Requirements

• Work requires occasionally lifting and/or carrying objects weighing up to 10 pounds when preparing advertising materials for open houses, etc.

• Work requires frequently stooping and bending to store, retrieve, package, and ship marketing materials and promotional items.

• Work requires walking and/or standing for extended periods of time when attending broker events and “open houses”.

• Work is typically performed in a normal office environment where there are relatively few physical discomforts due to dust, dirt, noise, and the like. 

• Work requires occasional travel within the portfolio.

Equal Employment Opportunity

First Industrial Realty Trust, Inc. is an Equal Opportunity Employer Committed to Diversity, M/F/D/V