Bilingual Senior Administrator, Property Admin

BMO•Montreal, QC

About The Position

This position is responsible for overseeing a third-party service provider to ensure the accurate review, interpretation, and abstraction of complex commercial and corporate lease documents into the global lease administration database. The role also manages electronic document filing, ongoing monitoring of critical dates and ownership changes, and the administration of financial and contractual obligations in support of the overall lease administration process. Acts as the subject matter expert for more complex property administration issues to third-party service provider. Ensures the accuracy and integrity of property and leasing data including critical dates and financials and supports due diligence for acquisitions/dispositions. Interprets and abstracts multifaceted commercial lease documents with complex real estate lease language including new leases, renewals, amendments, terminations, and subleases. Reviews abstractions of other third-party service provider to ensure data accuracy and integrity as part of audit requirements. Monitors, track and report all critical dates including renewals, terminations, TIA options, occupancy start date, lease/rent commencements, option periods, and notice dates. Provides guidance to resolve processing issues, meet service level obligations, and quality expectations in compliance with policies and procedures. Integrates information from multiple sources (AP systems, property & lease databases, spreadsheets, SharePoint) to enable more efficient processes, enhanced analysis and/or streamlined reporting. Builds effective relationships with internal/external stakeholders (e.g., landlords, tenants, vendors, attorneys, finance partners). Participates in the management of vendor and landlord relationships; works with parties to resolve lease and payment-related issues. Breaks down strategic problems by analyzing data and information to provide insights and recommendations. Monitors and tracks performance and addresses any issues; tracks critical lease notice/option/expiry dates to ensure time-sensitive actions are met. Employs systems (e.g., customized exception reports, tracking reports, property & lease databases) to manage information. Leads change management activities of varying scope and type. Identifies potential conflicts in lease documents or high-risk items by ensuring the financial obligations of the client is accurate. Regularly exercises good judgment and logic in responding to leased and owned property inquiries from internal lines of business, landlords, and subtenants. Ability to manage multiple projects and priorities in a fast-paced environment. Assists manager and/or oversee the creation and continuous updates to Standard Operating Procedures. Acts as a point of resolution of escalated issues in absence of the Manager. Ensures proper electronic file management measures are followed for all leased, owned and other associated documents. Trains new associates and provide guidance and direction to third-party service provider on various tasks and projects. Provides ideas, advice, and recommendations on process improvements to improve quality and effectiveness. Assists in the identification, classification and addressing of lease document or language issues. Works independently on a range of complex tasks, which may include unique situations.

Requirements

Advanced understanding of commercial/corporate real estate lease agreements (office, retail, ground), including related documents (e.g., declarations, easements, closing packages, environmental reports).
4+ years relevant work experience as senior property administrator, or any similar combination of education and experience having worked in either landlord or tenant capacity.
Strong leadership skills by delegating and problem-solving unique issues.
Ability to maintain excellent organization skills and high level of attention to detail and accuracy.
Ability to work independently, think critically, and demonstrate ownership of job tasks.
General knowledge of lease accounting under FASB 842/IFRS 16 Standard preferred.
Experience addressing landlord/tenant and vendor payment issues; participates in post-acquisition due diligence and notices.
Technical proficiency gained through education and/or business experience.
Strong Microsoft Office skills particularly organizing data, creating tables, and performing calculations in Excel.
Prior experience with using a lease administration database.
Strong verbal and written communication skills.
Bilingual (English/French) – In-depth. You're fluent in French and English to support business operations outside the province of Quebec.

Nice To Haves

Knowledge of international lease abstraction is a plus.

Responsibilities

Overseeing a third-party service provider to ensure the accurate review, interpretation, and abstraction of complex commercial and corporate lease documents into the global lease administration database.
Managing electronic document filing, ongoing monitoring of critical dates and ownership changes, and the administration of financial and contractual obligations in support of the overall lease administration process.
Acting as the subject matter expert for more complex property administration issues to third-party service provider.
Ensuring the accuracy and integrity of property and leasing data including critical dates and financials and supports due diligence for acquisitions/dispositions.
Interpreting and abstracting multifaceted commercial lease documents with complex real estate lease language including new leases, renewals, amendments, terminations, and subleases.
Reviewing abstractions of other third-party service provider to ensure data accuracy and integrity as part of audit requirements.
Monitoring, tracking and reporting all critical dates including renewals, terminations, TIA options, occupancy start date, lease/rent commencements, option periods, and notice dates.
Providing guidance to resolve processing issues, meet service level obligations, and quality expectations in compliance with policies and procedures.
Integrating information from multiple sources (AP systems, property & lease databases, spreadsheets, SharePoint) to enable more efficient processes, enhanced analysis and/or streamlined reporting.
Building effective relationships with internal/external stakeholders (e.g., landlords, tenants, vendors, attorneys, finance partners).
Participating in the management of vendor and landlord relationships; works with parties to resolve lease and payment-related issues.
Breaking down strategic problems by analyzing data and information to provide insights and recommendations.
Monitoring and tracking performance and addresses any issues; tracks critical lease notice/option/expiry dates to ensure time-sensitive actions are met.
Employing systems (e.g., customized exception reports, tracking reports, property & lease databases) to manage information.
Leading change management activities of varying scope and type.
Identifying potential conflicts in lease documents or high-risk items by ensuring the financial obligations of the client is accurate.
Regularly exercising good judgment and logic in responding to leased and owned property inquiries from internal lines of business, landlords, and subtenants.
Managing multiple projects and priorities in a fast-paced environment.
Assisting manager and/or overseeing the creation and continuous updates to Standard Operating Procedures.
Acting as a point of resolution of escalated issues in absence of the Manager.
Ensuring proper electronic file management measures are followed for all leased, owned and other associated documents.
Training new associates and provide guidance and direction to third-party service provider on various tasks and projects.
Providing ideas, advice, and recommendations on process improvements to improve quality and effectiveness.
Assisting in the identification, classification and addressing of lease document or language issues.
Working independently on a range of complex tasks, which may include unique situations.