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Tenant Coordination

20 February 2017

Tenant Coordination is defined as a management process related to the design and preparation of a new retail unit, in order to trade in new or existing retail premises.

The objectives of this process, on the part of the representative of the shopping centre (or landlord), include the development of a positive relationship with the tenant, to inspire, inform and advise, to create absolute clarity to avoid disputes, to achieve design quality, and to minimise disruption. On the other hand, on the part of the tenant, objectives are maintaining the image of the brand, a clear communication, and on site control to maximise sales and income and to minimise cost.

Black Sheep Design acts as the interface between the landlord and the tenant ensuring standards and quality controls are in place, to maintain the integrity of the shopping centre. Tenant coordination at Black Sheep Design is also understood as the forming of fruitful partnerships between landlords and tenants.

The Tenant Coordinator

The tenant coordinator functions as the landlord’s representative and is skilled in planning and organising, design, engineering, construction (programming, estimating), local authority bylaws, leasing matters, centre operations, and retail knowledge. Specialist technical support can be required and separate teams are often set up to manage specific tenant issues. Important input comes from architects, structural engineers, services engineers, and fire specialists.

Typical Duties

Typical duties include distribution of all associated retail delivery guides, managing design briefings, managing concept approvals, managing design approvals, handover, fit-out, coordinating the consent to trade, and commissioning.
Issues that need to be considered here are the number of units that can be managed simultaneously, design team appointments and main contractor obligations.

Final Thoughts

It is important to bear in mind that the tenant coordinator is responsible for the first impression the tenant has of dealing with the shopping centre, and that the tenant is a retailer, not a builder. The tenant coordinator is to manage and facilitate to the benefit of both parties. For the landlord, new tenants always represent the opportunity to raise the standard of design within the centre.

Tenant coordination at Black Sheep Design is based on a proven methodology considering the aspects mentioned above, and can be adapted to the specific needs of individual projects. Once the project is started, we are fully focused on both quality and cost. If you are interested in knowing more about tenant coordination as offered by our company, please do not hesitate to contact us at any time.