POSITION: Lease Administrator
REPORTING TO: Manager, Lease Administration
LOCATION: Toronto, Ontario
The Lease Administrator is accountable for providing administrative services in support of the lease documentation process as well as for supporting various leasing activities for the assigned portfolio of properties within a geographic region, and assisting in protection of interests of the company and its clients against risks associated with lease documentation by participating in the process of preparation, revision, execution and data entry in the JDE (or successor) system of all required lease and tenant information.
Arranges for the preparation, tracking, execution and distribution of Offers to Lease and Lease agreements and other leasing related documentation and all associated processes including the review of executed documents received from Tenants, preparation of documents for Landlord’s execution, preparation/update of status reports on all lease documents in the leasing/property information system, overseeing tracking of insurance requirements by tenants at the point of Lease execution and arrangements for accounting for various fees/commissions to ensure timeliness and accuracy of lease documentation activities from start to completion.
Prepares and amends, as required, leasing related documentation in accordance with the negotiated business terms using standard templates and soliciting input from relevant departments to ensure that the intent of the negotiated deal is accurately reflected in the final document and the latter is executable by all parties.
Coordinates negotiation of terms with the lease administration or legal department, tenants and tenants’ lawyers; prepare correspondence relative to offers to lease and other legal documentation and notices; addresses all lease-related inquiries or issues as they arise; prepares all required correspondence relative to lease agreements and ancillary documentation.
Reviews and interprets lease documents for JD Edwards input for lease information within adequate time lines (e.g. Leases, TADIS, Offers, Assignments, Parking & Storage Agreements, Temporary Agreements, etc.); enters lease documentation in the system and prepares JD Edwards Lease Profiles ensuring accurate and complete capture of information from lease documentation; maintain the integrity and quality of the lease data in accordance with existing standards, guidelines and procedures to ensure an accurate base for reporting and other applications; periodically assists with JD Edwards lease input for Acquisitions, including participation in a lease documents due-diligence process, as required, preparation of monthly rent rolls.
Performs various tracking activities related to leasing and lease administration with respect to rental deposits, Real Estate Trust deposits, trade record sheets, correspondence, tenant inducements, real estate commissions to ensure parties are in compliance with the terms and conditions of the executed lease documentation and all associated risks are mitigated.
Informs accounting, operations, asset management and any other required departments/personnel of completed lease transactions and any action required by those departments as well as assists the Leasing Manager with preparation and production of lease marketing materials.
Prepares and maintains a filing system for correspondences related to Offers to Lease, Leases and other legal documents to ensure non-interrupted communication between parties to facilitate the leasing and lease documentation processes in addition to coordinating as directed by the Leasing Manager any broker or tenant promotional events.
Assists with marketing and distribution of information to brokers and leasing agents; updates leasing opportunities page on the company’s website to assist with leasing of space; prepares property profiles and other relevant portfolio information for investors upon request; may assist in due diligence in the acquisition or disposition of properties; researches leasing related inquiries from various sources, as required; arranges for the paperwork necessary for obtaining credit reports for prospective tenants; places company specific advertising, when required; ensures that rental deposits are received, where required; assists with daily and routine administrative tasks of the department to enable achievement of the common goals and objectives.
Any other job related duties and/or projects that may be assigned.
Minimum 3 years of commercial lease or similar contract administration experience
College Diploma in Business, Commerce or Real Estate or equivalent experience
Knowledge of contract law, insurance and environmental law and property management
Excellent command of the written English language
Excellent knowledge of Microsoft Office applications
Excellent communication skills both verbal and written
Excellent organizational skills
Excellent analytical skills
Systematic thinking and critical review skills
Attention to detail
Ability to prioritize and deliver quality result under pressure
Ability to work with minimum supervision
Working knowledge of JD Edwards is an asset