Leasing Coordinator
MUSC Health
Summary
This position functions as Leasing Coordinator for the Medical University of South Carolina and MUSC Health and reports to the Leasing Manager. The Leasing Coordinator will coordinate complex administrative, business management and/or support activities related to the organization's leasing activity as directed by the Leasing Manager and Director of Lease Management. The Leasing Coordinator provides essential support to the Leasing team and is responsible for the facilitation and coordination of activities throughout the entire lease lifecycle.
Job description
Responsibilities include:
- Prepare and distribute lease specific correspondence to various leaders and departments throughout the organization
- Plan, implement and coordinate special projects or programs
- Prepare detailed program reports
- Maintain accurate lease information within the Lease Management Software system and File system
- Conduct Leasing Software and File audits using lease portfolio reports and updating the system as needed to maintain accuracy
- Prepare and process documents, invoices, security deposits, and other lease related items
- Coordinate, update, and track critical lease dates
- Coordinate and track lease documentation for all renewal agreements
- Coordinate with internal departments to obtain required lease-related documentation; set up vendors based on Finance requirements and work with vendor team and landlords, internal teams to ensure they have been set up prior to lease execution
- Review lease contracts for compliance and accuracy of terms and conditions to confirm rent and responsibilities for lease related items
- Ensure lease and other agreements, documents are fully executed in a timely manner from initiation through execution using legal software and tracking software, including following up with legal on where items are in their processes and notifying Real Estate Manager/Director of delays
- Maintain landlord and tenant responsibility documentation
- Track rent payments and rental income for assigned regions and leases
- Coordinate CAM reconciliation reviews with lease agreements
- Track CAM-related refunds as needed and communicate with occupants for budget purposes
- Track and communicate lease-related financial information to appropriate departments
- Process internal lease and timeshare renewals as assigned by the Leasing Manager
- Ensure internal lease and timeshare agreements are fully executed in a timely manner from initiation through execution
- Coordinate with appraisers to obtain updated FMV opinions for compliance purposes
- Order and track Fair Market Value reviews in accordance with MUSC FMV policy
- Ensure a current FMV is maintained on file as required
- Maintain complete and accurate lease files, including required supporting documentation
- Provide prompt and helpful customer service to occupants or end users of leased space
- Communicate occupancy verification and space assignment information to the Leasing Manager; support occupancy verification as needed in all markets
- Facilitate space moves
- Interface with Landlords and Landlord representatives in a professional manner
- Monitor office space utilization and occupancy and help facilitate interoffice space planning and moves
- Identify and pursue organizational and process improvement opportunities for the MUSC Real Estate Office
- Coordinate between Leasing office, other support departments and vendors
- Perform other duties as assigned
Requirements
- High school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services
- Strong organizational skills
- Strong communication skills
Benefits
- Flexible work environment
- Hybrid work schedule
Company overview
MUSC Health is the healthcare system of the Medical University of South Carolina, serving as the state's premier academic medical center and comprehensive healthcare provider. Founded in 1824 and headquartered in Charleston, South Carolina, MUSC Health operates 14 hospitals with approximately 2,500 beds and has five additional hospital locations in development. The organization provides patient care through more than 350 telehealth sites and nearly 750 care locations across all regions of South Carolina, serving 46 counties throughout the state. For 11 consecutive years, U.S. News & World Report has ranked MUSC Health as the number one hospital in South Carolina, reflecting its commitment to clinical excellence and patient safety. As an integrated academic health system, MUSC Health combines clinical care with medical education and research, training more than 900 residents and fellows annually while conducting groundbreaking research with $360 million in research funding and 1,268 active clinical trials. The organization employs over 10,000 team members and handles approximately 3.21 million patient encounters each year, delivering specialized services in cancer care, cardiac services, digestive health, women's health, and numerous other medical specialties through its Hollings Cancer Center and other specialized institutes.