Who We Are
BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at www.bgis.com

SUMMARY

The Lease Administrator is responsible for monitoring and distributing emails from the general mailbox, 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.

KNOWLEDGE & SKILLS

• Community college diploma preferably in accounting, business administration or law clerk studies
• 2 to 3 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

BGIS is an equal opportunity employer and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.
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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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
• Prepares and provides reports to managers and/or clients

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
• Interact with FM team on operational matters
• Landlord/Tenant relationship management
• Track and invoice landlords for tenant improvement allowances,
• 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
• Other duties as assigned, including support for property tax
• Property assessment notices and taxation notices information.