Employment

Leasing Coordinator / Office Administration

Introduction:

Working as a member of an administrative team of 3-4 people, this person has principal responsibility for the co-ordination of all leasing activity for approximately 25 properties located throughout the GTA. These properties represent a mixture of retail, commercial, industrial and residential buildings with approximately 300 tenants, approximately 40% of which are residential. This person must be able to interact with tenants, property managers and management directly in connection with all leasing activity including listing agreements, negotiation of offers, extensions/renewals, lease documentation, transfers (assignment/sublet), tenant move-in and tenant utilities transfers.

In addition, this person is expected to assist the Controller & VP(s) in the overall management of leases within the Spectra based accounting system and co-ordinate related activities such as vacancy tax rebate applications and uploading lease data as part of the periodic municipal property tax assessment process.

Finally, the relatively small size of the finance group requires a degree of flexibility in being able to lend a hand when other people in the group are away (on vacation, sickness etc.).

This position, who reports directly to the Controller, requires a self-starter who possesses strong organization, communication and related accounting skills. The position provides an interesting learning environment and the opportunity for the right person to develop their skills.

Principal responsibilities of this position are as follows:

  • Commercial Leasing Activities:
  • Manage all leasing activity with outside brokers and agents including listing agreements, negotiation/acceptance of offers to lease and delivery/execution of leases;
  • Manage all lease extensions, renewals and/or transfers (assignment/sublet);
  • Organize all required credit reference checks and due diligence package for prospective tenants;
  • Responsible for notifying and providing details to building management of the extent of and timelines for any Landlord’s work required to get premises ready for possession;
  • Ensure that all necessary pre-conditions for tenant occupation of premises (without limitation- acceptance of premises, transfer of utilities, receipt of deposits, post-dated cheques, insurance etc.) are satisfied prior to possession;
  • Co-ordinate lease preparation with designated lawyer, co-ordinate internal lease review/sign-off, manage any amendments and arrange for execution and delivery of same;
  • Maintain lease documentation files, both source documents and the electronic files;
  • Ensure that tenant lease abstract and rent roll information (including names and addresses, rental amount etc.) is timely, accurate and complete;
  • Ensure vacancies are kept to an absolute minimum by engaging on a frequent basis with existing tenants, actively monitoring leasing activity and by distributing periodic leasing reports (vacancy/other) to management;
  • Residential Leasing Activities:
  • Manage all leasing activity with building superintendents including advertising vacancies on “View-it” and other sites, screening applicants and making recommendations to management regarding maintenance/repair of all units becoming available;
  • Maintain an awareness of the rental market, including vacancy and rental rates, trends and permitted regulatory increases;
  • Co-ordinate lease preparation and execution/delivery;
  • Co-ordinate all renewal activity;
  • Maintain lease documentation files, both source documents and the electronic files;
  • Ensure that tenant lease abstract and rent roll information (including names and addresses) is timely, accurate and complete;
  • Ensure vacancies are kept to an absolute minimum by engaging on a frequent basis with existing tenants, actively monitoring leasing activity and by distributing periodic leasing reports (vacancy/other) to management;
  • Ensure that all necessary pre-conditions for tenant occupation of premises (without limitation- acceptance of premises, transfer of utilities, receipt of deposits, post-dated cheques, insurance etc.) are satisfied prior to possession;
  • Other Tenant Related Activities:
  • Vacancy tax rebates: Responsible for the filing of the vacancy tax rebate applications each year by the deadline and for following up as required to ensure all applicable rebates are received;
  • MPAC Assessment Data: Responsible for up-loading lease data to the Municipal Property Assessment Corporation web-site in connection with the periodic assessment of the properties for realty tax purposes;
  • Realty Tax Appeals: Responsible for managing consultants hired to appeal realty tax assessments made by MPAC, including precautionary appeals filed, subsequent review/assessment of whether or not to pursue appeals, assessing cost-effectiveness of pursuing appeals, approving consultant’s fees and periodic reporting to management;
  • Keys: Responsible for keeping track of keys to tenant’s premises.
  • Other Responsibilities:
  • Office Administration:
  • Special Projects:

The position calls for the following:

  • Strong inter-personal skills, including verbal and written communication skills;
  • Good organizational skills (both personal and in terms of documentation) with an ability to manage a number of tasks simultaneously;
  • Familiarization with the leasing process;
  • Detail orientated, ability to read and understand leases/lease documentation;
  • Ability to work with numbers, knowledge of Excel, Word and computer-based property management systems;
  • Experience in property management systems, preferably Spectra;
  • Independent thinker able to contribute to improving the efficiency and effectiveness of the company’s documentation standards, processes and systems of internal control.

We are currently accepting applications from qualified candidates. Please email resumes to: info@esbinproperty.com .