Manager, Lease Documentation

SUMMARY

The Manager, Lease Documentation, is responsible for the timely processing of documentation related to the leasing of real estate for all BGIS managed facilities in such a way that the client’s interests are protected. This job may involve leading, directing and motivating team members to ensure that they have the tools and training necessary to accomplish their objectives.

KEY DUTIES & RESPONSIBILITIES

Documentation Preparation

• Develops and maintains lease documentation templates in accordance with industry standards and requirements.
• Develops leasing documents including but not limited to leases, renewals, subleases, estoppel certificate, amending agreements, and non-disturbance agreements.
• Drafts clauses to reflect unique conditions or rights agreed upon between the parties.
• Coordinates registration of documents with outside counsel.
• Trains new team members to maintain an effective succession planning strategy.
• Drafts and/or reviews all lease documentation requested by internal and external clients.
• Delegates drafting of lease documents to team members,

Negotiation

• May negotiate the terms and conditions of the leases with the landlord subject to real estate licensing.
• Negotiates estoppels, non-disturbance agreements and any title amending documentations with the landlord.
• Prepares and negotiate more complex and high-profile leases and other landlord/tenant collateral documentation such as renewals, subleases, amending agreements, estoppels and non-disturbance agreements on behalf of the client, using their standard templates wherever possible and/or forms provided by the Landlord; includes composition of special clauses to accurately reflect the intent of the parties.

Document and Title Review

• Reviews leases and ancillary documentations to ensure contents reflect agreement between parties.
• Reviews title documentations including but not limited to discharge, partial surrenders, notice of intent, conveyances to ensure client’s interest is protected.
• Conducts due diligence reviews to provide feedback and recommendations regarding impact to the client and to ensure accuracy of all information.
• Ensures that service delivery standards meet or exceed the requirements set out in the contract and that they comply with BGIS policies and procedures as amended from time to time.
• Registers documents against title for the various client properties, as required, using outside counsel or provincial software.
• Develops and maintains master document templates; maintain document and correspondence files; develop, maintain and circulate monthly status reports to internal and external clients.
• Communicates with appropriate concerned parties to understand and address issues.
• Provides recommendations for the execution of lease documentations and title amendments.
• Provides guidance and recommendations to internal clients and other lines of business (Lease Administration, Facility Management) when lease interpretation is required.
• Reviews and advises on lease document drafts created by other business lines who support Transactions clients.

Reporting

• Prepares status reports on all active files.
• Provides status reports to the director and clients on on-going document preparation and negotiations.

Team Lead

• Reviews all work completed by team that falls outside of existing templates.
• Reviews and monitor service level measurements to ensure contract requirements are exceeded.
• Measures the quality of day-to-day operations and provides feedback to senior management to implement strategies and corrective action plans for addressing performance issues when required.
• Monitors Lease Documentation, analyze performance and develop short/long term action plans to improve service delivery.
• Manages, prioritizes and responds to customer complaints and related service delivery issues while providing operational support to Transaction Managers with regards to operational concerns/issues which assists in timely resolution and improving customer and team satisfaction ratings.
• Develops and implements customer service training programs aligned with the requirements of customers both internal and external.
• Complies with quality assurance program and ensure delivery of services meets the requirements as set out in the contract, complies with BGIS policies and standard operating procedures.
• Responsible for highlighting and following up with the director on any issues raised within the day-to-day operations.

KNOWLEDGE & SKILLS

• College diploma in Paralegal Studies or Law Clerk Studies.
• At least 5 years of lease documentation work experience within a commercial real estate brokerage firm (preferred) or corporate real estate environment.
• Current knowledge of real estate laws.
• Current knowledge of industry practices and trends.
• Strong leadership and communication skills.
• Advanced ability to develop lease documentations and clauses.
• Strong interpersonal skills with focus on customer service.
• Ability to work both in a team environment and independently.
• Advanced ability to review lease documentations, identify risks and provide recommendations that best protect the interest of the client.
• Developed negotiation skills.
• Ability to tailor communication of legal terms and technical lease terms and conditions according to audience to facilitate understanding.
• A strong sense of ownership and responsibility.
• Bilingual in both English and French.

Licenses and/or Professional Accreditation

• Real Estate License Preferred.

This is a regular, full-time position with a salary range of $82,432 - $103,040 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education, professional designations and performance related to this role.