Lease Comps

Lease Comps Manager

Overview

This skill manages commercial real estate lease comparables (tenant lease agreements) in Airtable. It follows a rigorous 5-step workflow to ensure data quality: parse incoming information → validate addresses → format details → check for duplicates with fuzzy matching → draft records → create in database.

Airtable Database Reference

Lease Comps-HD Table

• Base ID: apptqaigvuDe1izN6
• Table ID: tblbIOTTyKa0vJSdU

Required Fields:

• Address - Full address with street, city, state, ZIP
• Tenant - Tenant/retailer name
• Lease Details - Leased space size and rental rate information
• Lease Timing (LCD) - Lease commencement date (quarter, year, or specific date)
• Notes - Optional additional details (lease structure, term, concessions, etc.)
• City - Extracted from address
• Submarket - From predefined list by city

Auto-Generated Fields (DO NOT POPULATE):

• Record Modified Time (Auto) - Automatically updated by database
• Investor Portal - Automatically managed
• Created (Auto) - Automatically set on creation
• Verified - Verification status field

Core Workflow

Step 1: Parse Incoming Information

Break down the lease data into the 7 required fields:

1. Lease Timing (LCD) - Lease commencement date (typically quarter like "Q1 2023", but may be year or specific date). Use the EARLIER of: announcement date OR lease begin date.
2. Address - Property address where tenant is leasing
3. Tenant - Tenant/retailer name
4. Lease Details - Leased space size (SF) and rental rate information ($/SF, total rent, etc.)
5. Notes - Lease structure, term length, lease concessions, tenant improvements, renewal options, etc.
6. City - From address
7. Submarket - Neighborhood/district classification

If any required field is missing, STOP and ask user: "I'm missing required information: [list missing fields]. Please provide these before I proceed."

Step 2: Address Validation

Critical: Every address MUST include street, city, state, and ZIP code.

Validation Process:

1. Check if user's input includes ZIP code
2. If ZIP code missing, use web_search to find complete address
   • Search query: "[property address] [city] [state] zip code"
   • Verify address is correct
3. If address cannot be validated:
   • STOP and ask: "I cannot confirm the full address. Please provide the ZIP code or verify the address."
4. Use the validated complete address for all subsequent steps

Override Protocol:

• If user explicitly states "skip validation" or "use address as provided"
• Proceed with address as given
• Document in Notes: "Address not validated per user instruction"

Step 3: Format Details

Apply proper formatting to all fields:

Lease Timing (LCD) Field

Format: Quarter-based preferred: Q1 2023, Q2 2024, etc.

• If specific date provided: Use format Q1 2023 or January 2023 or 1/15/2023
• If only year provided: Use 2023
• Use EARLIER of announcement date OR lease begin date
• Examples:
  • ✓ Q3 2024
  • ✓ September 2024
  • ✓ 9/15/2024
  • ✓ 2024

Lease Details Field

Format: Combine space size and rental rate information

• Always include comma separator for thousands
• Always use "SF" (uppercase) for square footage
• Include rental rate if available ($/SF/year or $/SF/month or total annual rent)
• Examples:
  • ✓ 5,000 SF at $85/SF/year
  • ✓ 12,500 SF retail, $125/SF annual rent
  • ✓ 3,200 SF at $22,000/month ($82.50/SF/year)
  • ✗ 5000 sf (missing comma, wrong case)

Notes Field

Format: Use semicolons to separate distinct points, line breaks for major sections

• Example structure:

15-year lease term;
10-year renewal option;
$500,000 tenant improvement allowance;
No rent for first 6 months (lease concession);
Percentage rent: 5% of sales over $5M threshold

Step 4: Duplicate Detection with Fuzzy Address Matching

This is CRITICAL. Follow this protocol exactly.

Retrieve All Records

Use Airtable MCP list_records with baseId and tableId to get ALL existing records from the table.

Address Normalization Rules

Before comparing addresses, normalize BOTH the existing record's address AND the new address using these rules:

1. Convert to uppercase
2. Remove extra spaces (multiple spaces → single space, trim ends)
3. Standardize street suffixes:
   • Street, St, St. → STREET
   • Avenue, Ave, Ave. → AVENUE
   • Road, Rd, Rd. → ROAD
   • Drive, Dr, Dr. → DRIVE
   • Boulevard, Blvd, Blvd. → BOULEVARD
   • Lane, Ln, Ln. → LANE
   • Court, Ct, Ct. → COURT
   • Place, Pl, Pl. → PLACE
   • Way, Wy → WAY
4. Standardize directional prefixes:
   • North, N, N. → N
   • South, S, S. → S
   • East, E, E. → E
   • West, W, W. → W
   • Northeast, NE, N.E. → NE
   • Northwest, NW, N.W. → NW
   • Southeast, SE, S.E. → SE
   • Southwest, SW, S.W. → SW
5. Standardize unit designations:
   • Suite, Ste, Ste., STE → SUITE
   • Unit, Apt, Apartment, # → UNIT
6. Remove periods from abbreviations after standardization

Duplicate Detection Logic

A duplicate exists when BOTH conditions are true:

1. Normalized addresses match exactly
2. Tenant names match exactly (case-sensitive, no normalization on tenant names)

Important: If either condition is different, it is NOT a duplicate.

• Same Tenant but different Address = NOT duplicate ✓
• Same Address but different Tenant = NOT duplicate ✓
• Both match = DUPLICATE ⚠️

If Duplicate Found

STOP and present to user:

1. Show the existing record details
2. Highlight what matches and what differs
3. Ask: "This appears to be a duplicate. Would you like to:
   • Update the existing record with new information?
   • Create a new record anyway?
   • Skip this entry?"
4. Wait for explicit user decision before proceeding

Example Normalization:

• New: "123 N Main St, Suite 4B"
• Existing: "123 North Main Street, Ste 4B"
• Normalized both: "123 N MAIN STREET SUITE 4B"
• Result: MATCH → Duplicate detected

Step 5: Draft Record in Artifact

Create an artifact showing the complete formatted record with exact field names as they appear in Airtable:

Address: [full validated address]
Tenant: [tenant name]
Lease Details: [formatted lease details]
Lease Timing (LCD): [lease date]
Notes: [formatted notes]
City: [city name]
Submarket: [selected submarket]

Present to user and confirm: "Please review this draft. Reply 'approved' to create the record, or let me know what needs adjustment."

Step 6: Create Record in Airtable

Once user confirms, use Airtable MCP create_record tool with:

• baseId: apptqaigvuDe1izN6
• tableId: tblbIOTTyKa0vJSdU
• fields: Object containing all 7 fields

After successful creation, provide brief confirmation: "✓ Lease comp created: [Tenant] leased [Lease Details] at [Address]"

Submarket Selection

Selection Logic

Step 1: Check if explicitly stated

• If user message includes submarket name → use it
• If user says "no submarket" or "skip submarket" → leave blank

Step 2: Infer from validated address

• Use the full validated address (especially neighborhood/district)
• Match against approved submarket list for that city
• If confident match (90%+) → select it
• If uncertain → go to Step 3

Step 3: Ask for clarification Present: "This property at [address] appears to be in [inferred submarket]. Is this correct?"

• If user confirms → proceed
• If user corrects → use their submarket
• If user says "not sure" → provide list of options for that city

Special Cases:

• Property spans multiple submarkets: Use primary/dominant location
• Property outside listed submarkets: User may provide custom submarket name
• Multi-location tenant: Handle per-location or note "Multiple"

Submarket Classifications by City

Chicago

Gold Coast, Fulton Market / West Loop, Southport, Lincoln Park, Loop, Michigan Ave, Wicker Park / Bucktown, River North

South Florida

Brickell, Coconut Grove, Design District, Wynwood, Palm Beach, Miami Beach, Aventura, Bal Harbour, Worldcenter, Naples, Las Olas

New York

Soho, Madison / 5th Ave, Williamsburg

Boston

Back Bay, Southie, Seaport, Cambridge, Brookline, Wellesley

San Francisco

Union Square, Hayes Valley, Fillmore St, Chestnut / Marina

Los Angeles

Abbot Kinney, West Hollywood, Beverly Hills / Rodeo Drive, Silverlake, Santa Monica, Pasadena, Manhattan Beach, Highland Park

Austin

South Congress, Downtown, Rainey Street

Atlanta

Virginia-Highland, Buckhead, Morningside

Charlotte

South End

Houston

River Oaks

Orlando

Park Ave, Hannibal Square, Winter Park Village, Millenia

Dallas

Henderson Ave

Washington DC

Georgetown, Old Town Alexandria, CityCenterDC

Error Handling

Missing Required Information

If any required field is missing (Lease Timing (LCD), Address, Tenant, Lease Details):

• STOP immediately
• List missing fields: "I'm missing required information: [list fields]. Please provide these before I proceed."

Address Validation Failure

If web_search returns no results or ambiguous results:

• STOP and ask: "I couldn't validate the full address for [address]. Please provide:
  • The complete street address
  • ZIP code Or confirm you want to proceed with the address as stated."

Duplicate Detected

If duplicate found during Step 4:

1. Present existing record to user
2. Show what's identical and what's different
3. Provide three options (Update / Create New / Skip)
4. Do not proceed without explicit user decision

Airtable API Errors

If create_record or list_records fails:

1. Show the error message to user
2. Ask if they want to retry
3. Don't proceed to next record until current is resolved

Submarket Ambiguity

If address doesn't clearly match a submarket:

• Ask: "This property at [address] could be in [option 1] or [option 2]. Which submarket should I use?"
• Provide list of options for that city

Testing Protocol

For test records, use these markers for easy identification and deletion:

• Tenant field: Prefix with [TEST] (e.g., [TEST] Nike)
• Notes field: End with [TEST-DELETE-MM/DD/YY] (e.g., [TEST-DELETE-12/16/24])

This allows filtering and bulk deletion of test records from the database.

Additional Requests

Retrieving Information

When asked to retrieve lease comps or data, use Airtable MCP list_records with appropriate filters and return relevant information.

Updating Records

When asked to update an existing record, use Airtable MCP update_records with the record ID and updated fields.