Leasing Coordinator

Description

At NewMark Merrill, our unwavering commitment to "Doing Retail Better" has been the cornerstone of our success over the past 40 years. Through shifting landscapes, economic fluctuations, and industry disruptions, we remain steadfast in our dedication to connecting with communities, cultivating authentic environments, and empowering our tenants to thrive. With offices in Denver, Los Angeles, Sacramento, San Diego, and Chicago, NewMark Merrill proudly owns and manages over 12 million square feet of retail assets, comprised of over 2,000 tenants across 95 communities.

As a boutique-sized firm, we offer the best of both worlds: the efficiency of large portfolio economies of scale combined with the agility of swift decision-making and personalized attention from senior leadership. We are more than just landlords; we are partners in success. By fostering close relationships with communities, engaging directly with our merchants and shoppers, and investing in innovative technology and data collection, we provide invaluable insights that empower our tenants to thrive in our centers.

By deeply understanding the communities we serve and leveraging world-class technology, we maximize value and curate exceptional experiences that transform visitors into loyal customers. Our commitment to excellence extends beyond transactions; it's about creating lasting impact and fostering sustainable growth.

Above all, it's our people who propel NewMark Merrill to new heights of success and innovation. They are ambitious and talented individuals that bring their passion and expertise to our daily endeavors. We promote a welcoming team-oriented environment where we lead with innovation, address challenges head-on, encourage out-of-the-box thinking and celebrate our successes.

At NewMark Merrill we strive to elevate the retail experience, one community at a time. We invite you to join us on this journey as we continue to redefine the possibilities of retail.

Go to www.newmarkmerrill.com to learn more about the company and its culture.

Position Summary

We are looking for a Leasing Coordinator in our Calabasas office to support the Vice President of Leasing & Development by assisting with lease administration, tenant coordination, and operational tasks. If you are experienced in commercial or retail real estate and looking for a position that will allow you to grow in a fast-paced environment within a company with a great culture, this position may be for you!

Position Responsibilities

• Draft and process new leases, amendments, and owner approval letters on company-standard forms.
• Maintain portfolio-wide records of exclusive use restrictions, first right of refusal provisions, and signage rights.
• Update leasing pipeline and CRM software daily; ensure data accuracy at all stages.
• Process legal notices, name changes, sales reports, and document requests; prepare and distribute tenant correspondence.
• Compile and process leasing applications for prospects, coordinating to collect outstanding items.
• Assemble lease files for new tenants and track new lease critical dates from execution through commencement.
• Provide weekly follow-up with new tenants post-execution through store opening.
• Coordinate with accounting on lease setup, rent schedules, and related financial records.
• Process administrative lease renewals and lease assignments under leasing team direction.
• Maintain organized physical and digital lease filing systems.
• Draft agendas for leasing meetings; attend leasing meetings; prepare detailed notes and distribute action items and other follow-ups to stakeholders after each meeting
• Schedule meetings and conference calls; prepare and send calendar invitations.
• Create and monitor critical lease date calendars (option exercises, expirations, milestones); issue timely alerts.
• Draft, edit, and send Letters of Intent on behalf of leasing team members.
• Produce area retail maps, site plans, and other lease exhibits.
• Manage filing, document organization, and meal coordination for leasing personnel.
• Provide general administrative support to the leasing team as needed.

Requirements

• 2+ years of experience in retail/office leasing or commercial real estate.
• Ability to prioritize and manage multiple projects under tight deadlines.
• Excellent customer service, communication, and interpersonal skills.
• Strong problem-solving and strategic thinking skills, with the ability to exercise independent judgment and adapt to evolving priorities. 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Highly organized, detail-oriented, and able to work independently when needed.
• Proficiency in Adobe Photoshop and Illustrator; graphic design experience a plus.