Bilingual Senior Lease Administrator

BGIS - Montréal, QC (30+ days ago)

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Job Field:
Real Estate Services

Job Type:
Full-time

Building Location:Length of Assignment:
SUMMARY

The Senior 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. At this position level, the Senior Lease Administrator provides guidance to Lease Administrators. They also provide assistance and support to the Manager of Lease Administration.

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
Perform review of lease abstract prepared by Lease Administrator and provide guidance on complex lease clauses and lease interpretations.

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
Assist Manager with review and/or approval as required

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, (i.e. if required prepare demand letter and/or in addition draft default letter for the Client)
Assist Manager with review and/or approval as required

Additional Rent Review

Conducts review of complex 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 complex 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.
Prepares tenant year end reconciliations based on actuals in collaboration with the client (operating cost, realty tax, utilities etc.)
Prepares annual tenant escalations
Annual Budget process for all rent charges
Provides completed tasks for manager’s review

Lease Management

Provide non legal lease interpretation on complex lease clauses
Review and recommend estoppels certificates for approval
Track and review tenant insurance certificates and request/track from tenants proof of realty tax payments
Interact with FM team on operational matters and prepares letters if required
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
Assists on special projects as required
Train new team members as required
Other duties as assigned

Knowledge & Skills

Community college diploma preferably in accounting, business administration or law clerk studies
5 to 10 years of commercial/retail lease abstraction or property administration work experience
Experience in providing oversight and mentoring to Lease Administrators
Knowledge and experience with commercial/retail real estate lease agreement
Ability to interpret and abstract lease information
Good knowledge of accounting principles and procedures
Ability to process volumes of data requiring strong attention to detail and accuracy
Strong knowledge of MS especially Excel and Word, with ability to learn new management information systems quickly
Team player with high regard to customer service
Fully Bilingual English and French (verbal and written) is required

Licenses and/or Professional Accreditation

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

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