We are seeking a highly organized and proactive Leasing + Office Operations Coordinator to support our tenant experience, leasing efforts and day-to-day office operations across multiple projects. Based in Scout’s Philadelphia office, this role is ideal for someone who thrives in a fast-paced, people-centered environment, can quickly pivot between multiple tasks and enjoys being a helpful, detail-orientated team player. 

The Leasing + Office Operations Coordinator will assist with leasing inquiries, onboarding new tenants, maintaining marketing and welcome materials, and ensuring smooth office operations. This position also plays a key role in tenant engagement through newsletters, documentation collection, and data management. This position requires occasional visits to construction and project sites. Candidates must be able to walk through active job sites, stand for extended periods, and lift up to 50 lbs unassisted.

The ideal candidate is a proactive problem-solver with strong communication skills who can balance multiple responsibilities while maintaining a welcoming and well-organized office environment.

Responsibilities

Tenant Coordination + Leasing Support:

• Respond to leasing inquiries and assist with tenant onboarding, including paperwork and data collection.

• Coordinate pre-move-in and move-in tasks, including payment follow-ups, scheduling, conducting move-ins, and updating internal systems (Butterfly, website, Slack, Mailchimp, signage).

• Maintain and update tenant welcome bags and printed materials.

• Draft and distribute weekly/monthly tenant newsletters. Strong writing skills are desired.

• Prepare marketing materials and swag bags for property tours and special events.

• Organize and deliver prospective tenants, existing tenants and tour groups gifts and cards as needed.

• Support and occasionally lead building tours for smaller visiting groups.

• Assist with annual tenant information updates and make design changes as required using InDesign

Office + Operations Management:

• Serve as the first point of contact for visitors at the Scout office, providing a warm and professional welcome.

• Monitor and manage the general Scout email inbox, triaging and assigning inquiries as needed.

• Maintain a clean, organized, and well-stocked office environment, including common areas and meeting rooms.

• Track and replenish office and supply inventory.

• Collect and update the Bok building elevator calendar monthly.

• Conduct weekly reviews of building security cameras and escalate any issues as needed.

• Manage Scout merchandise inventory and coordinate event sales logistics.

• Assist with seasonal mailings such as annual holiday cards, including data cleanup, mail merges, and assembly.

• Organize and circulate birthday and anniversary gifts/cards for staff.

Ad-hoc Projects and Flex Support:

• Jump into special projects and administrative tasks as needed—whether coordinating events, assisting with logistics, or helping another team member meet a deadline.

• Adapt quickly to changing priorities and act on your feet with confidence and good judgment.