Leasing Coordinator - Office Properties

Date:  Jun 25, 2022
Property:  UTC - 01 (1029)

San Diego, CA, 92121

Division:  Office Leasing (Office Leasing)
Req ID:  40091

Position Summary:

Coordinates the leasing process from generation to execution.  Builds lease deals, follows-up with internal and external contacts to ensure proper communication and compliance, inputs and monitors related company systems, assigns incoming leads, collaborates on goal setting, coordinates tours and construction teams.  Provides unparalleled customer service at all times.

Job Duties:

Oversight and maintenance of the leasing process (from lead generation to full execution) 

  • Communicate and follow up with Brokers, Leasing Directors/Managers, and internal customers.
  • Create and edit correspondence and CRM software to both properly reflect company guidelines while insuring the most accurate data reporting to SP&A.   
  • Check Pivotal for routing status on deal sheets, enter new contacts/companies/brokers, correct expiration/leasing dates for monthly forecasts, get all approvals for manual deal sheets, send out Tenant executed leases to legal and send out fully executed leases to Tenants/brokers.
  • Print out stacking plans, update lease expiration list, update vacancy list, update pricing and floor plans for ICO.com and ops team, update CoStar.com with current vacancy list and update LDs/VP marketing collateral folder with current floor plans.
  • Building lease deals for Leasing Director

Generate run and deal correspondence for various matters based on broker proposal or LD direction.

  • Analyze deal terms to see if they are within company guidelines.
  • Audit and edit deals in route and correspondence by cross- referencing the “always updating” systems and marketed leasing space on the website.  
  • Build deals (enter new companies, contacts, brokers, saving documents and routing manual deal sheets) for broker, Director Development/Vice President.
  • Prepare and revise deal sheets
  • Review lease documents which are ready to be sent out for signature and compare to deal sheet and deal run to make sure they match.  Prepare letter for package to be sent out to Tenant.  
  • Create and maintain lease proposals (check for encumbrances), build deals in Pivotal (leasing activities, deal sheets), create manual deal sheets, and update deal sheet/lease changes as deals progress until full execution.
  • Coordinate and Follow up with Legal (administrators, paralegals, and attorneys) to ensure proper compilation and execution of leases both automatically (approved through the CRM system) and manually.  

Coordinate with Legal and CAD Admin to maintain shared drives to ensure the floor plans, site plans, etc. are edited and used in leases.

  • Check the status of prospective tenants on Secretary of State website.
  • Liaison between Legal and LD/LM’s to ensure that proper language is utilized and leases are executed, ensuring the lease that is drafted, is a correct reflection of the transaction components, and also edit lease draft(s) for accuracy.  
  • Data maintenance input and monitoring in company systems and MS Excel
  • Create data tables, charts, filtering of data lists for reporting or other business/analysis purposes.  (i.e. proposals, comps and marketing for potential or current Tenants)


Job Duties Continued:

Leasing Director/Manager portfolio management:

  • Properly assign new incoming leads to Leasing Directors/Managers based on Division Portfolio Assignment.

Team Collaboration and Goal Setting: 

  • Weekly status/goal setting meetings with Direct Report leasing team (Director and Manager) to ensure that all deals, correspondence, projects and in line and moving towards execution.  

Tour Coordination: 

  • Work with Property Management to coordinate tenant/broker tours to prepare suites to be opened and readied for tours.
  • Provide Leasing Directors & Managers with the appropriate tour materials.
  • Create calendar for tours, prepare tour books, make sure marketing materials are current in vacant suites and folders, order more marketing materials when needed, and contact tenant if suite is occupied for tours  

Construction team Coordination: 

  • Work with construction department to ensure they have materials information necessary to complete construction.  
  • Coordinate Space Plan meetings with Brokers, Tenants, Construction representatives, and architect representatives.


  • Monitor and answer phone calls as needed properly directing each call and delivering an “unparalleled customer experience.”

Miscellaneous Duties:

  • Maintain LD/VP calendar, schedule meetings, travel plans (where appropriate) and confirm schedule making adjustments as needed
  • Prepare commission for approval and processing, prepare and send package to accounting for payment, get proper signatures for commission agreements, and update commission spreadsheet as requested.
  • Create and submit expense reports as requested.
  • All photocopying, scanning, mailing and filing (electronic and paper)
  • Prepare and print out leasing reports for use by internal customers (e.g., weekly call with Leasing EVP, bi-weekly operations meeting) as requested.

Minimum Qualifications / Other Expectations:

  • Bachelor's degree preferred.
  • Valid California Driver’s License.
  • Previous commercial real estate preferred.
  • California Real Estate License within 6 months of hire.
  • Proactive communication skill with the ability to successfully modify communication approach based on setting (work or social/entertainment).
  • Demonstrate initiative, personal awareness, professionalism, and integrity.
  • Exercises high quality customer service and leadership in all areas of performance. 
  • Projects a professional image and demeanor. 
  • Understand, apply and comply with all company policies and procedures.

About Us:
Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: San Diego

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