Senior Administrator, Leasing

at  Morguard

SKILLS, KNOWLEDGE, EXPERIENCE AND EDUCATION

• Minimum 5 years of commercial lease or similar contract administration experience required
• Conducted basic negotiations with tenants and/or their counsel, on behalf of landlord/client
• Basic knowledge of contract law, insurance and property management processes
• Excellent knowledge of MS Office Applications.

ADDITIONAL REQUIREMENTS

• Previous exposure to Yardi or other real estate accounting platform is required

PURPOSE

The Senior Lease Administrator is accountable to the Manager, Lease Administration and in coordination with the Legal Counsel, Leasing 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.

DUTIES AND RESPONSIBILITIES

• OFFERS TO LEASEArranges 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 AGREEMENTSPrepares 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 CORRESPONDENCEPrepares and amends as required leasing related correspondence including offers/proposals to lease, covering letters and any other correspondence as required.
• LEASE INPUTReviews 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.
• LEASE ADMINISTRATIONPerforms 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 COORDINATIONInforms 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 Manager with preparation and production of lease marketing materials and reporting as required (i.e. quarterly reports).
• BUDGETING AND REFORECASTINGAssists the Leasing Manager, 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 RECORDSPrepares 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.
• LEASE ADMINISTRATION TRAININGServes as a first point of contact for desk-side training of leasing/lease administration staff to ensure transfer of knowledge, policies, procedures and processes within the group in addition to preparing documents for the expedition of sales of properties.
• NEGOTIATIONSAssists the Manager, Lease Administration facilitate negotiations of standard lease terms in accordance with signed Offers to Lease and Landlord’s policies and procedures and interacts with external lawyers, tenants, tenant’s representatives, and senior executive management to mitigate risks associated with leasing activities and lease documentation; from time-to-time, handles negotiations directly utilizing their knowledge of the Morguard templates and associated step-down clauses. Learn from the Manager, Lease Administration where and when to use certain clauses in given scenarios.
  Any other job related duties and/or projects that may be assigned.