Lease Administrator

Here is an incredible opportunity to show your talents in commercial real estate and accounting skills within a vibrant organization known as the leader in its industry and for having an entrepreneurial culture. If you enjoy working in a stimulating business environment and having your work ethics and teamwork abilities recognized, we would like to meet you. 

Key responsibilities: 
Based on the principles adapted for each client and on the best practices developed by Avison Young on a regular basis and for different clients at the same time: 

• Process and approve invoices received from owners and prepare variance analyses for the end-of-year invoices. 
• Study lease clauses that apply to operating expenses, municipal taxes, energy, housekeeping and other expenses, as well as clauses that have a financial impact on the parties.
• Analyze in depth the operating expenses, municipal taxes, energy, housekeeping and other expenses described in the property owners’ invoices, in order to determine their appropriateness.
• Carry out annual comparative analyses for the same client.
• Question landlords to determine the fairness and accuracy of invoices with respect to the principles detailed in the leases, obtain from landlords the justifications and documents supporting the expenses through oral communications or in writing.
• Negotiate and represent clients’ interests with landlords on lease verification issues. In instances where Avison Young represents tenants, understand the rent notifications, and update the relevant information in the database. Verify their accuracy during the initial entry into the database based on the financial commitments toward the clients’ books. When Avison Young represents landlords, prepare the rent notifications, and update the relevant information in the database.
• Prepare a report for the recurring costs and record them on the tenants’ accounts; record all financial data relating to rental assistance programs.
• Reconcile landlord responses with invoices and analysis.
• Prepare follow-up reports, conclusions, and recommendations on behalf of clients.
• Work with various accounting analysis tools developed by the team.
• Develop new accounting analysis tools as required.
• Respect the various stages and milestones described in the various matrices developed for clients.
• Report final analysis results to the customer database.
• Maintain cordial relations with owners during analyses and audits.
• Maintain regular communications with customers, both in writing and through various pre-established channels.
• Maintain professional relationships with owners, clients, and other professionals of commercial real estate and interact with clients, owners, developers, and lawyers on a regular basis

And, upon management’s request: 

• Extract, with precision and in due course, the legal documents regarding the client’s properties, leased or owned (which includes preparing and setting up the property sheets), such as offers to lease, leases and their amendments, subleases, amenities, notifications, deeds of sale; identify the rights and obligations of the parties and ensure they are accurately transcribed in the appropriate database.
• Carry out updates of scanned documents in the database.
• Execute quality control of data entry carried out by other lease administrators in the appropriate database.
• Carry out management of critical dates (expiries, various options, maintenance of premises after the term, etc.) regarding the real estate portfolio of our clients. Produce relating reports.
• Participate in meetings with account managers and clients in order to follow up on real estate activities based on the documentation of various agreements or on the clients’ requests.
• Prepare and validate monthly payment reports.
• Process and approve tax account invoices received by either clients or municipalities.
• Invoice and carry out a follow-up of the leasehold improvement amounts received or paid.
• Prepare ad hoc reports for operational requirements.
• Validate estoppel certificates.
• Prepare annual leasing budgets for corporate clients to ensure compliance with their budgetary processes.
• Prepare real estate financial commitments on an annual basis and/or based on any period established by the clients.
• Ensure transactions are processed based on IFRS 16 standards, enter relating entries in the databases, and produce corresponding reports.
• Act as support for the preparation of financial analyses (TOC – Total Occupancy Cost Analysis) or any other basic financial calculation, upon request.
• Provide technical support to clients and account managers as well as senior management, upon request.
• Participate in the development, documentation and updating of policies and procedures of administrative processing of leases, upon request.

Qualifications and conditions:

• Post-secondary education degree, in finance or administration or any combination of relevant education and experience.
• In-depth knowledge of documents pertaining to commercial real estate and to leasing and acquisition process.
• A minimum of 3 years of experience in commercial real estate.
• Bilingual (English, French), oral and written.
• Knowledge and understanding of the principles of accounting relating to leases and of financing principles as well as their impact and application in commercial real estate analyses.
• Fluency with numbers, financial statements, and audit accounting principles. Knowledge and experience with the IFRS 16 standards would be an asset.
• Excellent interpersonal skills and ability to work independently or in a team, including with teams based in other Canadian cities.
• Excellent skills in communication and for popularizing information during trainings presented to clients.
• Excellent skills in client service.
• Ability to process multiple files at a time while respecting tight deadlines.
• Be reliable, accountable, and punctual.
• Be stringent with a strong attention to details for generating accurate and reliable reports.
• Fluency with the MS Office suite.
• Consistently demonstrate excellent abilities for communication (verbal and in writing), organizational and analytical skills.
• Ability to take charge of multiple tasks, to prioritize proactively, to manage the workload and to finalize projects.
• Enjoy stepping up to new challenges.

To support our commitment to francisation and ensure effective communications with our diverse Canadian and worldwide clientele and to our global colleagues and head office leadership, this role requires proficiency in both French and English. Candidates must be fluent in both languages to be considered in this position.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!