Lease Administrator

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.

As the Lease Administrator reporting to the Leader, Property Management and Administration, you will be responsible for overseeing the lease documentation process including workflow, extracting lease and license data from commercial and residential lease documents and inputting data into The City of Calgary's lease management software system, Yardi Voyager. You will also respond to internal and external customers to provide lease and property administration services for the Leasing and Property Management team. Primary duties include:

• Set up new and/or modifications to leases within the lease management system.
• Set up customer accounts for rent capture, confirm valid Certificate of Insurance for all leases and ensure attachment of supporting documents.
• Review monthly lease termination reports, confirm next steps, and process relevant amendments. Review all expired leases and upload them to Content Server.
• Process short-term temporary use agreements (e.g., landscape licenses and Calgary Transit temporary use requests).
• Monitor tenant accounts for rent collections and payment of instalment plans, follow up on collection of outstanding balances, and prepare write-off documentation.
• Conduct quarterly review of utility accounts to ensure payments for utility use are made. Assist in the update of leasing plans, forecast and year end recoveries.
• Act as the first point of contact for tenants requesting maintenance work. Prepare and process work orders assigning work to vendors, enter invoice details and close completed jobs.
• Serve as tenant liaison on day-to-day property management issues, resolving and escalating issues as required.
• Address tenant questions related to tenancy or lease requirements, resolve issues, and refer tenants to the appropriate third party for investigations, referrals or service.

Qualifications

• A completed 2 year diploma in Business Administration, Property or Facilities Management, Law, Paralegal Studies or a related discipline and at least 3 years of experience in commercial or residential property management, law, or real estate administration.
• Experience must include working with tenants and/or other members of the public.
• Intermediate proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) is required.
• Familiarity and/or experience with interpreting leases and other legal agreements will be considered an asset.
• Experience with Yardi Voyager or a similar lease management software is an asset.
• Strong verbal and written communication skills to effectively communicate with a variety of internal and external parties, including tenants, contractors, and internal team members.
• Success in this position requires excellent customer service, critical thinking and problem-solving skills, attention to detail, and the ability to prioritize and meet deadlines while demonstrating a high level of professionalism.

Working Conditions: Office environment with occasional site visits working with the property manager or leasing agent.

Pre-employment Requirements:

• Successful applicants must provide proof of qualifications.

Workstyle:

• This position may be eligible to work from home as one of several flexible work options available to City employees. Such arrangements are based on the operational requirements of the position and employee suitability and are subject to change based on operational needs and corporate direction.

Union: CUPE Local 38

Business Unit: Real Estate & Development Services

Position Type: 2 Temporary (up to 22 months)

Location: 323 7 Avenue SE

Compensation: Pay Grade 8 $37.77 - 50.50 per hour (2025 Rates)

Days of Work: This position typically works a 5 day work week, with 1 day off in each 3 week cycle.

Hours of work: Standard 35 hour work week

Apply By: January 22, 2025

Job ID #: 311218