Lease Administrator

About Us

JOB DESCRIPTION

BGIS is a leading provider of customized facility management and real estate services. With a combined team of over 10,000 professionals worldwide, we relentlessly focus on enabling innovation through the services we deliver. We actively seek new opportunities that drive innovation for our clients’ businesses. Globally, we manager over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia, and Asia. For further information, visit www.bgis.com .

OUR CULTURE

At BGIS, our culture is built on three foundational pillars:

• Culture of Care: We deeply care for each other, our clients, partners, and the communities we serve.
• High Performing Teams: We go Above and Beyond to deliver exceptional services. INTEGRITY, OWNERSHIP, RESPONSIVENESS, INITIATION, VISIBILITY, DRIVE, and INTEGRATION are core to high performance.
• Unwavering Commitment to Sustainability: We conduct every action with a focus on preserving our earth.
  
  
  

Summary

The Lease Administrator is responsible for 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.

Opportunities for Development:

At BGIS we are committed to the development of our people – offering them opportunities to learn and grow into various roles. Success in the role offers Team Members the opportunity to explore various roles – some include:

• Roles within leasing team,
• On account operational leadership roles in Facility Management Office and Project Management
  
  
  

Key Duties & Responsibilities

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

• Reviews and validates 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, makes adjustments to rent information and issue retroactive payments to reflect changes in rent including but not limited to operating costs, base rent, realty taxes etc.
• Prepares and provides reports to managers and/or clients.
• Prepares invoice batches and inputs in the accounts payable module of the financial information system on a daily basis to ensure payments are processed in time for the bi-weekly and monthly deadlines.
• Perform payment processing function for cheques, wire and EFT.
  
  
  

Rent Collection & Billing

• Processes monthly rent billings to the tenants and ad hoc charges on behalf of the client in compliance with the lease.
• Prepares monthly rent roll/rent change report, makes adjustments to rent information and issue retroactive invoices to reflect changes in rent including but not limited to operating costs, base rent, realty taxes etc.
• Prepares and provides reports to managers and/or clients, ensuring accuracy and timeliness.
• Collects monthly rental payments and outstanding payments from tenants on behalf of the client.
• Follows and performs actions per the AR collection process to ensure all overdue amounts are accounted for and escalate when necessary.
• Prepares A/R aging report, follows up and makes recommendations to client on actions for delinquent accounts.
  
  
  

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 t 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 manager’s review.
  
  
  

Lease Management

• Provides non-legal lease interpretation on lease clauses to client, FM & Project Team, Internal and External Transaction Team.
• Reviews and recommends estoppels certificates for approval.
• Tracks and reviews tenant insurance certificates.
• Interacts with FM & Project Team on operational matters.
• Landlord/Tenant relationship management.
• Tracks and invoices landlords for tenant improvement allowances and Leasing Fees. Coordinates with the Project Team/client RM Team for invoicing landlord for tenant allowance.
• Security deposit management.
• Critical Date management (ensure all tenant critical dates are tracked and managed).
• Generates reports as required such as KP1, Critical dates, options to terminate.
• Provides due diligence on landlord/tenant change of ownership.
• Percentage rent and CPI management.
• Prepares lease budgets and forecasts on a monthly/yearly basis.
• Reconciles tenant/landlord accounts to ensure accurate billings/payments per the lease agreement.
  
  
  

Additional Lease Management

• Provides support to multiple client lease management portfolios.
• Works with Lease Administration Director to improve and enhances existing processes and reporting.
• Works with internal Transactions Management, Facilities Management and finance groups to provide all necessary lease information as required.
  
  
  

Knowledge & Skills

Community college diploma preferably in accounting, business administration or law clerk studies

• 3 to 5 years of commercial lease abstraction or property administration work experience.
• Knowledge and experience with commercial real estate lease agreements.
• Prior experience with lease management systems.
• Ability to interpret and abstract lease information.
• Ability to process volumes of data requiring strong attention to detail and accuracy.
• Proficient with MS Excel (PIVOT tables, vlookups, shortcuts etc.) 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, suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.

BGIS est un employeur qui respecte l'égalité des chances et nous vous invitons à postuler pour un poste chez nous ! Si vous avez besoin d'un accommodement pendant le processus de recrutement, veuillez nous contacter à askHR. En cas de demande d'accommodement, nous discuterons avec le candidat en question et fournirons, ou ferons en sorte de fournir, un accommodement approprié d'une manière qui tiendra compte des besoins d'accessibilité du candidat en fonction de son handicap.