Leasing & Tenant Operations Coordinator

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Job Category:

Employment Type:

Job Profile:

Job Summary:

The Leasing and Tenant Operations Coordinator supports University Research Parks (URP) most critical function: the leasing of space and ongoing relationships with our tenants. This position facilitates the process by working across functions to organize information on available spaces manage marketing efforts track inquiries from potential customers coordinate responses manage ongoing relationships communicate between parties and orchestrate the flow of legal documents. While the person in the position will not be expected to negotiate leases or calculate complex economic terms they will support and work closely with team members responsible for these negotiations. The person in this position will develop relationships with our tenants and will be a resource and point-of-contact for them. The position will develop systems for tracking prospects tenant needs the URP staff person who owns each relationship and next steps. This will include generating agendas and priorities for our internal leasing meeting managing the flow of the meeting and internal (and external) communication about leasing. This is a new position and will benefit from an individual drive to create systems and improve processes. The position reports to the Associate Director who is responsible for leasing and works closely with other senior leaders.

Tasks will include:

• Maintaining and administering lists or databases of prospective tenants
• Monitoring upcoming lease expirations and renewals
• Updating or coordinating the preparation of background and marketing materials for space
• Drafting or having lease abstracts drafted
• Using Artificial Intelligence (AI) and software to streamline processes and improve products
• Organizing filing and maintaining digital and paper files
• Communicating about process routing documents and copies
• Organizing and leading internal leasing meeting/conversations
• Maintaining standard boilerplate documents templates etc.
• Independently verifying details and managing simple lease renewals
• Managing tenant onboarding & surrender of suites/premises
• Supporting accounting & finance team with information on leases suites/premises measurements and improvements
• Coordinating appraisals
• Managing distributions and return of keys access cards parking etc.
• Maintaining email lists

The position requires exceptional organizational skills good written and verbal communication skills attention to detail and the ability to thrive in an office and team environment. While no special experience is required exposure to real estate/leasing is desirable. A background managing and organizing critical document flow (such as working in a legal office or as a paralegal) would also be exceptional preparation.

Key Job Responsibilities:

• 20% Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies procedures and specifications

• 10% Tracks current and prospective tenant needs coordinates meetings monitors upcoming lease expirations/renewals and organizes communication with tenants

• 30% Leads the development and preparation of periodic reports and financial statements and records progress status or other special reports for leadership or external agencies

• 5% Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors

• 15% Plans implements executes and evaluates existing strategies and objectives for a program and makes recommendations to unit leadership for program or function enhancement

• 10% Identifies workflow needs contributes to the development of strategic and operational solutions allocates resources and implements new or revised unit operational policies and procedures

• 10% Manages the generation review routing execution organization and preservation of draft and final leases and associated documents

Department:

University Research Park

Compensation:

Minimum annual (12 month) salary: $56112

Actual salary will depend on the selected candidates qualifications.

This position offers a comprehensive benefits package including generous paid time off competitively priced health/dental/vision/life insurance tax-advantaged savings accounts and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Click here to learn more.

Work Type:

This is a full-time ongoing/renewable position.

This position is expected to work primarily on-site at the University Research Park office located at 505 S. Rosa Road Madison WI

Qualifications:

• Strong organizational skills and attention to detail
• Comfort learning new software systems (ideally experience with AI platforms)
• Proficiency in Microsoft Office products including Excel
• Strong interpersonal skills effectively engaging with diverse backgrounds and personalities
• Demonstrated teamwork and relationship-building skills
• Ability to work onsite with paper documents as well as digital files
• Experience working in a professional office environment preferred

Education:

Bachelors degree preferred

How to Apply:

Click the Apply Now button above to begin. Please upload a cover letter and resume highlighting how your experience knowledge and skills match the listed qualifications.

References will be collected from candidates later in our recruitment process. We will not contact references without informing you first.

To ensure full consideration please apply by November 2 2025.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States a lawful permanent resident a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of hire.

Contact Information:

Kory Breuer HR Manager

Institutional Statement on Diversity:

Diversity is a source of strength creativity and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity culture background experience status abilities and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching research outreach and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students faculty and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

Qualified applicants will receive consideration for employment without regard to including but not limited to race color religion sex sexual orientation national origin age pregnancy disability or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodationfor any step in the hiring process (e.g. application interview pre-employment testing etc.) please contact the Divisional Disability Representative (DDR)in the division you are applying make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies crime statistics for the previous 3 calendar years and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.