Commercial Lease Administrator

Your New Company Hays is proud to be partnering with a leading Commercial real estate manager focused on retail and office assets cross the GTA. Your New Role The Commercial Leasing Administrator is responsible for assisting in the 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 Yardi (or successor) system of all required lease and tenant information. You will be based out of Mississauga, ON. This position is Hybrid, with 4 days in office. Duties and Responsibilities Offers to Lease Arranges for 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. Lease Agreements 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. Lease Correspondence Prepares and amends as required leasing related correspondence including offers/proposals to lease, covering letters and any other correspondence as required. Lease Input Reviews and interprets lease documents for Yardi 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 Yardi 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 Yardi lease input for Acquisitions, including participation in a lease documents due-diligence process, as required. Includes monitoring of lease expiry dates and potential overhold positions. Rent Roll and Annual Additional Rent Updates Reconciles, balances and generates monthly rent rolls for the assigned portfolio of properties, maintains on-going integrity of Unit Inventory in addition to assisting with annual budgeted additional rent rates/charges for realty taxes and operating costs to ensure integrity, timeliness and accuracy of recurring revenue recognition, building GLA and global rent updates in support of property accounting and property management processes. This includes yearly Tenant Rental Summaries. Lease Administration 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. Lease Coordination 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 Director with preparation and production of lease marketing materials and reporting as required (i.e. quarterly reports). Budgeting and Reforecasting Assists the Leasing Director, GM or VP in preparing revenue budgets and periodic revenue assumption reforecasting including entry of budgets and forecasts into the Yardi system. Confirms the desired results are reflected in the budget/forecast reports after entry is completed. Lease Records 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. What You'll Need to Succeed - Minimum 3 years of commercial lease or similar contract administration experience required - Basic knowledge of contract law, insurance and property management processes - Excellent knowledge of MS Office Applications. - Previous exposure to Yardi or other real estate accounting platform is required Core Competencies - 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. - Good understanding basic accounting principles. What You'll Get in Return In return for this position, the successful candidate will be receive a compensation package ranging between $75,000 - $80,000 + 3 weeks vacation to start + Benefits +More. You will be a valued member of a successful office who is well-established and respected What You Need To Do Now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.