Lease Administrator - Ottawa, Canada - BGIS

BGIS

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Who We Are

SUMMARY

The
Lease Administrator is responsible for abstracting key information from lease agreements, entering and maintaining the integrity of lease data within the lease management database as well as collecting and paying monthly rental payments on behalf of landlords and tenants.

KEY DUTIES & RESPONSIBILITIES

Lease Abstraction

Reviews lease agreements and abstracts key information including but not limited to lease provisions, clauses, options and critical dates, property information (i.e. square footage), business, legal and financial agreements and obligations, terms and conditions
Enters and maintains lease agreement information within lease management database. Responsible for data integrity of lease information

Rent Payment Processing

Review and validate landlord invoices to ensure compliance with the lease
Processes monthly rent payments to the landlord and ad hoc payments on behalf of the client
Prepares monthly rent roll/rent change report, makes adjustments to rent information and issue retroactive payments to reflect changes in rent including but not limited to operating costs, base rent, realty taxes etc
Prepares and provides reports to managers and/or clients

Rent Collection & Billing

Processes monthly rent billings to the tenants and ad hoc charges on behalf of the client in compliance with the lease
Prepares monthly rent roll/rent change report, makes adjustments to rent information and issue retroactive invoices to reflect changes in rent including but not limited to operating costs, base rent, realty taxes etc
Prepares and provides reports to managers and/or clients
Collects monthly rental payments and outstanding payments from tenants on behalf of the client
Prepare A/R aging report, follow up and make recommendations to client on actions for delinquent accounts

Additional Rent Review

Conducts review of landlord annual escalations (operating costs budget increases (i.e. grounds maintenance cost, realty taxes ie "additional rent") proposed by the landlord. Ensure the charges are in accordance with the lease agreement. Compares forecast against historical information to review reasonableness of budget increase. Verifies reasons for proposed budget increases and requests for supporting documentations from the landlord where required
Conducts review of landlord year end statements for actual operating costs and realty taxes (perform desk top audit). Requests supporting documentation from the landlord on variances and charges not in compliance with the lease.
Provides complete package for managers review.

Lease Management

Provide non legal lease interpretation on lease clauses
Review and recommend estoppels certificates for approval
Track and review tenant insurance certificates
Interact with FM team on operational matters
Landlord/Tenant relationship management
Track and invoice landlords for tenant improvement allowances,
Security deposit management
Critical Date management (ensure all tenant critical dates are tracked and managed)
Generate reports as required such as KPI, Critical dates, options to terminate
Provide due diligence on landlord/tenant change of ownership
Percentage rent and CPI management
Other duties as assigned, including support for property tax
Property assessment notices and taxation notices information;
Assessments and taxation payments;
Overpayments, refunds and accruals records;
Assessment and tax adjustments related to vacancies, acquisitions and depositions; and
Payments made to taxing jurisdictions.

Additional lease management

Provide support to the CIBC Team Custom Banking Managers/Third Party Transactions Operation.
Create the Quarterly Top 25 Owners Report for CIBC Directors.

KNOWLEDGE & SKILLS

Community college diploma preferably in accounting, business administration or law clerk studies
3 to 5 years of commercial lease abstraction or property administration work experience
Knowledge and experience with commercial real estate lease agreements
Ability to interpret and abstract lease information
Ability to process volumes of data requiring strong attention to detail and accuracy
Proficient with MS Excel and ability to learn new management information systems quickly

Licenses and/or Professional Accreditation

Real Property Administrator Designation, an asset
Facility Management Administrator Designation, an asset
Bilingual is an asset

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization.

We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds.

We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success

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